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HomeMy Public PortalAbout2003 Adopted Budget.tifr OC)On0,)000 VILLAGE OF KEY BISCAYNE ADOPTED FISCAL YEAR 2003 BUDGET ANNUAL OPERATING AND CAPITAL BUDGET September 10 2002 Revised September 24 2002 Final Edition December 2 2002 MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY EMTRONMENT FOR A.L IS ANDERS THROLGH RESPONSIBLE GOVERNMENT VILLAGE OF KEY BISCAYNE FLORIDA GUIDE FOR READERS The following information might be helpful to the reader in finding information in the budget document of the 2003 programs services and financial information The Fiscal Year 2003 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 2003 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 2002 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 2002 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 Departments Budget sections provide a mission statement goals and objectives organization chart authonzed 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 evenue 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 2002 and comparison of financial activity over a four year period (Fiscal Year 1997 Fiscal Year 1998 Fiscal Year 1999 and Fiscal Year 2000 Fiscal Year 2001) The budget document includes an appropriation from the General Fund to the Capital Improvement Fund 1 The Budget is designed to be user friendly with summary information in text charts tables and graphs A glossary of financial budget terms is included for your reference In addition to this readers guide the table of contents provides a listing in the order of the sections in this document The appendix section includes miscellaneous information relevant to the Village Should you have a question about the Village budget that this document does not answer please feel free to call the Depai h Went of Finance at (305) 365 8903 An Executive Summary is available from the Office of the Village Clerk 88 W McIntyre Street Key Biscayne Flonda 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 fonts Annual budget for the fiscal year beginning October 1 2001 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 cntena as a policy document as an operations guide as a financial plan and a communications device The award is valid fora period of one year only We believe our current budget continues to conform to program requirements and we are submitting rt to the GFOA to determine its eligibility for another award rl GOVERNMENT FINANCE OFFICERS ASSOCIATION Distinguished Budget Presentation Award RE ED Village of Ke B scavne Flo d h F IY a g 0 b 1 001 m u a Q C C C C a C C C 0®®®6®®®®®®®e®® VILLAGE OF KEY BISCAYNE FLORIDA F� F 0 0 0fTh FISCAL YEAR 2003 Village Council Robert Oldakowskl Mayor (Term Expires 11/19/2004) Dr Jorge Mendia Vice Mayor (Term Expires 11/19/2004) Carol Diaz -Castro (Term Expires 11/19/2004) Mortimer Fned (Term Expires 11/14/2004) Martha Fdez-Leon Broucek(Term Expires 11/14/2004) James L Peters (Term Expires 11/14/2004) Robert Vernon (Term Expires 11/19/2004) Administrative Officials Jacqueline R Menendez Village Manager Conchita H Alvarez CMC Village Clerk Weiss Serota Helfman Pastonza & Guedes P A Village Attorney MISSION STATEMENT TO PROVIDE A SAFE QUALM( COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT VILLAGE OF KEY BISCAYNE FLORIDA FISCAL YEAR 2003 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/Seve-n Trent Environmental Services Inc Finance Department Armando A Nunez Public Works Director Public Works Department Todd A Hofferberth Director Recreation Department Village Council Appointments Special Masters Jennifer Led (Term Expires on 10/9/2003) Dennis M O Nara (Term Expires on10/9/2003) Rosemary Sala (Term Expires on 10/9/2003) Special Council Appointees Dr Steven A Simon Playing Fields Liaison (March 11 1998) Government Relations Richard Pinsky Pinsky Mitchell Partners Rick Alcade The Federalist Group Fire/Police Retirement Board of Trustees (Two Year Terms) Barclay E Cale Chair (September 9 2004) Michael Hanng Secretary (September 9 2004) Nicholas lsmailoff (September9 2004) Servando Parapar(October28 2004) Sandra L Winters (September 9 2004) MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 000000©©©©0C e 2 INDEPENDENT CONSULTANTS FISCAL YEAR 2003 r fl OOO2O() 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 301 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 Glatting 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 Perroth 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 Spdhs 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 Engineering Inc 55 Almeria Avenue Coral Gables Honda 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 720 Coral Gables Florida 33146 0 c VILLAGE OF KEY BISCAYNE FLORIDA VILLAGE MISSION STATEMENT 0 0 C 0 0 0 "TO PROVIDE A SAFE, 0 QUALITY COMMUNITY ENVIRONMENT FOR ALL o ISLANDERS THROUGH RESPONSIBLE 0 o GOVERNMENT " 0 0 0 0 0 Community Character Key Biscayne should be a residential community 0 Development policies should protect residential character Future residential 0 development should be at the lowest densities consistent with protection of 0 reasonable property rights Hotels should be permitted in order to provide 0 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 o 0 0 0 it VILLAGE OF KEY BISCAYNE ORGANIZATIONAL CHART The Village Manager who reports directly to the Village Council manages the Village of Key Biscayne s day to day operations The Village Manager appoints the Five Department Heads C . A S Special Master Separbtrent Emergency Services Assistant to the Manager Village Council Department • Recreation -111=111 tetfil Programs and Tours Senior Services 5 Local Planning Agency St.rmwater Mane ement Refuse Collection and Recycling Police/Fire Retirement Board Department of finance and Administrative Services Personnel/ Benefits AUTHORIZED POSITIONS FISCAL YEARS 1996 2003 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 1996 through 2003 The number of full and part-time employees for Fiscal Year 2003 remained at 101 SUMMARY Office of the Village Manager 4 4 3 45 4 25 Finance and Adrnnlstraf1ve Services 2 2 25 15 1 Office of fh tl ge Clerk $udclirtg honing and Planning Poi De fri 15 15 1.5 35 37 11 15 15 155 40 15 155 40 15 155 40 2 125 40 PubF c Works Depattrnent Fire Rescue Department 1,5 33 2 $3 3 33 3 33 3 33 5 34 Recreation Department 25 3 3 4 Total Authorized*Posrtlons 87 6 40,,3 95 101 102 101 101 000000000©00©00000 a AI C ABOUT KEY BISCAYNE Key Biscayne is a prestigious residential community which is seven mile long two mile wide barner island only minutes from downtown Miami and is in Miami Dade County It is the southern most barrier island in the United States of America Two ocean resorts attract visitors throughout the year Local retail business activity serves the needs of the community residents and visitors to the island For additional information please consult the inside front cover irt 0 0 G 0 0 r P^ General Information Form of Government Council Manager Governing Body Village Council 6 Council member and 1 Mayor Elected at large through non partisan elections Mayor and Councilmembers have two year terms Date of Incorporation June 18 1991 Population (Estimate provided by the University of Florida) 1995 8 892 1999 9 689 2010 10 759 Est 1997 8 937 2000 10 532 Census 1998 9 471 2005 10 165 Est Village Services Full Service including Police Fire Rescue Recreation Budaing Zoning and Planning refuse collection and disposal and stormwater management Services provided by Miami Dade County Library schools water and sewer and certain public works functions Location Area 1 25 Square Miles Location Latitude 25 42 North Longitude 80 16 West Elevation 5 ft above sea level Miles of Streets 22 4 miles _ — fire Protection r.. -.m^ ., -'x. Number of Stations (Class 3) 1 Fire Hydrants 169 Emergency Response Time Less than 3 minutes Number of Rescue Trucks (Ambulances) 2 Police Protection Number of Stations 1 r " Economics .4 sr ° Average Age Average Househo{d Income Area Histonc Sites (5) .M 40 1 years $92 604 Florida Lighthouse Calusa Park Bear Cut Key Biscayne Archeological Zones and 1855 U S Coast Guard Monument Marker 7 ABOUT KEY BISCAYNE C Attendance Centers t Number of Students _ Number of Teachers 1 035 75 Electricity Telephone Minn Dade Watt$r,& Sewer Deparitnen A,yeage Ddlly Consumption Sewers Ons PvC Florida Power & Light, Bell5auth Telephone Company 5 2 500 000 807 Participants ' Customers Single Family Home Rate Multi Family Unit Rate Qbmmercial Rate eke ii Single Family Homes 313 ® $220 per annum $7 50 per month $5 00 per month Varies according to impervious area Number of Parks' Four (15 5 acres) Village Green 9 5 acres(Best Park in County) Oceanfront Park Master Plan 2 5 acres per 1 000 population (25acres) 2 0 acres Lake Park 1 acre Calusa Park3 76 acres Number of Libraries Miami Dade Branch WI Churches rsnll 1 299 Crandon Boulevard ous Units 5 665 Single Family Homes Multi Family Units 1 323 5180 ons Sliopping Centers w 232 682 square feet (7 Centers) Newspaper (Weekly) islander News and La Isla Adelphia Cable Communications Local Cable Channel 5 606 customers Channel 16 E -Mail World Wide Web Site infoavkb key brscayne fl us http //vkb key-biscayne fl us a a 0 a a a CD a 3 C) 0 0 a Q a 0 0 Q a 8 0 ABOUT KEY BISCAYNE ,n, fiTh irw C C C r^"N C C C 0 C C r^ VILLAGE OF KEY BISCAYNE DEMOGRAPHIC PROFILE Hispanic or Latino and Race Hispanic or Latino (of any race) 5 231 Mexican 193 Puerto Rican 116 Cuban 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 Married 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 r 37 629 Unemployment Rates * (2000) Miami Dade County 5 6/ Village of Key Biscayne 26 / 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 9 ANNUAL BUDGET PROCEDURES FISCAL YEAR 2003 In accordancewith the Village of Key Biscayne Charter Article Ill (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 BALANCED BUDGET BUDGET ADOPTION Each annual budget adopted by the Council shall be a balanced budget in accordance with the Village of Key Biscayne Charter Article IV (Section 4 05a) The Council shall by ordinance adoptthe annual budget on or before the last day of September of each year If itfails 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 renewers by resolution each fifteen (15) days with all items in it prorated accordingly until such time as the Council adopts an annual budgetfor the ensuing fiscal year An ordinance adopting an annual budget shall constitute appropriations of the amounts specified therein (Section 4 05b) SPECIFIC APPROPRIATION BUDGET AMENDMENTS BUDGET BASIS 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 appropnations maybe 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 ab) The General or Operating Fund Budget of the Village of Key Biscayne is prepared on a modified accrual basis Briefly this means that obligations of the Village such as outstanding purchase orders are considered as encumbrances and are budgeted as expenses Revenues are recognized only when they are actually received The Village follows guidelines established by the Florida Department of Banking and Finance the Government Finance Officers Association in association with the Amencan Instituteof 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 companson purposes Except that (GAAP) does not take encumbrances into account until they become payable ENTERPRISE FUNDS Solid Waste Fund Stormwater Utility Fund and Sanitary Sewer Fund are budgeted on a full accrual basis Not only are expenditures recognized when a commitment is made but revenues are also recognized when they are obligated to the Village 10 0 0 0 6 a a a a a a a D a 000000©0000QQQC 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 vanous legal restrictions placed on their use In Fiscal Year 2003 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 Enterpnse 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 11 VILLAGE OF KEY BISCAYNE FLOW OF FUNDS STRUCTURE Sources of Funds Ad valorem Taxes Franchise Fees Utility Fees Licenses & Permits State Shared Revenues Charges for Services Interest Grants & Donations Prior Year Fund Balance GENERAL FUND i General Fund Uses of Funds General Government Operations Fees & Charges Interest Prior Year Fund Balance Loan Proceeds ENTERPRISE FUNDS i Stormwater Utility Fund ► Solid Waste Fund ► Sanitary Sewer Fund Environmental Facilities 12 Interfund Transfers Interest Prior Year Fund Balance CAPITAL PROJECT FUNDS Capital Improvement Fund ► Civic Center Fund Capital Facilities and Improvements Permanent Community Facilities 00000000000000©© 0000000 a BUDGET CALENDAR FISCAL YEAR 2003 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 2002 29 in July for use on the Notice of Proposed Taxes to be mailed to all property owners on August 23 2002 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 calendarforthe 2002 budget 30300G0 000 E0 0 ACTION 1 Staff meeting to begin preparation of 2003 Annual Budget 2 Departmental Review 3 Certification of Taxable Values by Miami Dade County Property Appraiser is finalized 4 Resolution 2002 29 a adopts proposed millage rate for 2003 and selects public hearing dates 5 Proposed FY 2003 Budget presented by Village Manager to Village Council 6 Notice of proposed tax bill and Public Hearing dates 7 First Public Heanng and tentative mill rate adopted Resolution 2002 41 8 Final Budget Heanng and adoption of the 2003Budget Ordinance 2002 8 10 Start of new Fiscal Year 13 DATE January 23 2002 February through June 2002 July 1 2002 July 23 2002 July 15 2002 August 23 2002 September 10 2002 September 24 2002 October 1 2002 ©®©®Ao4©40 0©® ®® ©oo® ®®® ®®c® e® ee®®® ep® ®® e®® e®A V llage C tnw I Joe 1 Basco Mayor Robert Oldakowskt V e Mayor Scott Bass Marth Fdez Lebn Broncek Alan H Fein Mortimer Fned James L Peters V nag Ma ger Jacquelme P Menendez To Honorable Mayor and Members of the Village Council From Jacqueline R Menendez Village Manager Subject Adopted Fiscal Year 2003 General Fund Budget in Brief Date December 2 2002 As the newly appointed Village Manager I want to thank you for giving me the opportunity to work with each of you individually on the budget and collectively as the governing body of this Village during the Budget Workshop held earlier this summer I know we share a mutual goal to provide quality public service for Key Biscayne while upholding fiscal responsibility As you know two Budget Heanngs were held during the month of September where by further discussion and public participation we fine tuned the budget even further At this time I am pleased to present the Adopted Fiscal Year 2003 General Fund Budget in Brief for the Village of Key Biscayne This represents a bnef overview of the adopted total operating budget of $12 561 488 an increase of $1 138 950 or 10 0% over Fiscal Year 2002 Overall increases in the Village Budget can be attributed to an increase in personnel expenses which include a 2% increase for the Cost of Living Allowance (COLA) an increase in insurance expense an increase of $155 000 to the Village Attorney s budget for legal fees and additional maintenance and repairs expenses associated with the two new Civic Center buildings scheduled for occupancy in September and October 2002 Along with the above mentioned increases the 19 8% increase in the Debt Service budget is reserved for the third Civic Center loan which the Village will begin making interest payments on in June 2003 as well as the Citgo Property acquisition The estimated property assessment for Fiscal Year 2003 is $3 2 billion representing an increase from last year of 19 3% I propose to maintain the level of service while slightly reducing the workforce but at the same time increasing our reserves Recognizing the necessity to increase our $2 000 000 Emergency Fund as highlighted in the 2002 Village Council Goals and Objectives Therefore I propose to bolster the Emergency Fund by 20% 85 West McIntyre Street Key Biscayne Flon4 33149 (305) 365 5514 (305) 365 8936 MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISUNDERS I 'TROUGH RESPONSIBLE GOVERNMENT BUDGET IN BRIEF Fiscal Year 2003 or $400 000 for Fiscal Year 2003 with a clear understanding that we must explore other ways to set aside funds every year to increase the Village s Emergency Fund Adopted N►illage The Village of Key Biscayne continues to hold the distinction of having the lowest millage rate of any municipality in Miami Dade County While other cities are considering possible increases to their millage rates the Village has held the line at 3 606 including fire and rescue service since 1997 REVIEW OF REVENUES General fund revenues are expected to total $16 401 073 which represents a $2 478 533 or 15 1 increase over the previous year s budget of $13 922 540 Ad Valorem taxes account for almost 68% of the revenues Below is a breakdown of the General Fund Revenues General Fund Revenues Adopted Fiscal Year 2002 Budget Adopted Fiscal Year 2003 Budget Difference Percent Changed Ad valorem Franchise Fees Utility Taxes Licenses & Permits State Shared Revenues Charges for Services Interest Grants & Donations $9 358 443 650 000 1 955 000 640 947 964 900 103 000 200 000 50 250 $11 167 508 690 000 2 255 000 954 185 964 900 107 460 133 720 128 300 1 809 065 40 000 300 000 313 238 0 4 460 <66 280> 78 050 16 2% 5 8% 13 3% 32 8% 0 0% 4 2% 49 6% 60 8% Total Revenues $13 922 540 $16 401 073 $2 478 533 15 1% 15 G d C a C 000CC)0000 0 C C BUDGET IN BRIEF Fiscal Year 2003 REVIEW OF EXPENDITURES Total fund expenditures for the 2003 fiscal year are estimated at $12 517 754 an increase of $1 090 716 or 8 7% over the 2002 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 Implementation of GASB #34 mandates inclusion of items previously categorized as non departmental into the various departments related to each item Below is a breakdown of the Adopted FY 2003 General Fund Expenditures as compared to the FY 2002 Budget General Fund Expenditures Village Council Administration Village Clerk Village Attorney Non Departmental Building Zoning & Planning Police Fire Rescue Public Works Recreation Capital Outlay Adopted Adopted Fiscal Year Fiscal Year 2002 Budget 2003 Budget $36 254 608 893 223 123 253 000 891 735 1 368 367 3 345 765 3 412 096 772 631 515 174 0 $321 306 964 751 305 643 333 000 0 1 250 330 3 645 134 4 051 685 913 301 732 604 Difference $285 052 355 858 82 520 80 0000 <891 735> <118 037> 299 369 639 589 140 670 217 430 0 0 Percent Changed % 88 77 3697 2707 24 07 100 07 947 827 1587 1547 29 77 0 07 Total Expenditures $11 427 038 $12 517 754 $1 090 716 8 7% DEPARTMENTAL HIGHLIGHTS Building Zoning & Planning FY03 Revenue and Expenditure Projections The FY03 budget includes the elimination of four {4) part time positions and one (1) full time position These reductions will result in a savings of $104 927 The Grand Bay project was completed in the spnng of 2002 and the Ocean Club in the fall 2002 New owners in the Grand Bay Residences and Ocean Club are expected to continue the practice of renovating their units however the number of total building permits and inspections is projected to decline 16 BUDGET IN BRIEF Fiscal Year 2003 Se jE pertly , z 5` ' titai ,,7 Projected Revenues $982 885 Prior year (pre FY00) reserves ($275 000 $68 750 available Dept needs 3 months $1 051 635 ' funding) Projected. Expenditures $1 256 423 Net (General Fund Subsidy) ($2(34 788) $275 000 Set aside for the Department Pnor to FY00 the Village set aside $275000 for purposes of providing a source of funding to offset costs associated with inspections in a fiscal year when the revenue was collected in a previous fiscal year It was expected these funds would be used in FY03 primarily for the Ocean Club and Grand Bay The Grand Bay project was completed in the spring of 2002 The Ocean Club will be completed n the fall of 2002 As such the Department projects that $68 750 of the $275 000 should be set aside for this purpose The balance of $206 250 can be used by the Village for other purposes Comparison of BZP Revenues and Expenditure from FY00 to FY02 Over the past three years the Departments expenditures and revenues have been approximate y equivalent ACTUAL 4 ACTUAL PROJECTED Fy 000J jFY 2001 E,Yf2992' t JI Revenue $1 359 272 $1 365 560 $982 319 Expenditures $1 233 476 $1 237 837 $1 253 582 Net $125 796 $127 723 ($271 263 NET k&FY 60402r -14 $3 707 151 $3 724 895 ($17 744) Building Fees Building fees have not been increased since January 2000 even though there have been step and cost of living increases for staff The projected revenue anticipates that the Council will increase building permit fees for new construction and substantial renovation work There is no increase in the base permit fee ($100 00) for electrical plumbing or mechanical or the $50 00 fee for minor work Police Department During Fiscal Year 2003 the Department will continue to operate 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 Children represent approximately 26% of our community Their protection and safety are a major concern and we are always looking for new programs and innovative 17 C C d C Q Q C BUDGET IN BRIEF ) F r C Fiscal Year 2003 ways to provide protection At the other end of the scale senior citizens living in the Village represent 27% of the Island s population The department has planned a program to educate the seniors about bank fraud telemarketing fraud and other fraudulent activities A special Home/Business Security workshop will be hosted by the department that will be open to all residents of the Village As the rest of the Village the department plans to update and improve its website The department will provide vital information to residents regarding crime information drugs and preventive measures as well as providing hyperlinks to other law enforcement websites A grant in the amount of $17 874 has been applied for that will afford the department the opportunity to provide Mobile Data Terminals (MDTs) to the officers in the field This method of information retrieval is supenor to having to use the police radio and waiting in line for a computer response Having information on wanted persons stolen vehicles and equipment in a matter of seconds in the field will provide the officer with a greater measure of safety as well as making encounter with the police much quicker and more convenient for residents and other motorists The department plans to continue the Citizen s Police Academy which gives citizens the opportunity to learn more about the department the laws that govern and proven crime prevention techniques For fiscal year 2003 we are requesting no additions to our Table of Organization Fire Rescue Department During the fiscal year the Fire Rescue Department is requesting an additional position to its Table of Organization This position will be a staff position (forty (40) hour work week) with responsibilities to include fire prevention and inspections as well as fire safety and public education Salary range for this position is between $43 000 and $48 000 depending on qualifications The Department is also requesting up to $25 000 to hire a consultant or firm to audit assess review and make recommendations as to the cost effectiveness ratio of the department The report can be used for a number of upcoming issues facing the Department Lastly the department is requesting that Capital Items Fire Apparatus Replacement and Fire Equipment Replacement be funded with appropriate and ongoing annual monies to be used as Council approves replacement of fire trucks and equipment Public Works Department Fiscal year 2003 brings new challenges to the Public Works Department with the opening of the Ocean Front Park new ball fields completion of the beach renourishment project and planting of the beach dunes Two new positions and an enhanced web site will be added to the department in order to increase the quality of service for all residents The Public Works Department will continue to strive to meet the needs and requests of residents concerning landscaping Village public right of way storm water maintenance refuse collection sidewalks beach 18 BUDGET IN BRIEF Fiscal Year 2003 maintenance and street cleaning The Public Works Department will continue its role as liaison to FPL Miami -Dade Water and Sewer Department Miami Dade County Public Works Department Adelphia Cable and Bell South The Department will also be banging new innovative plans such as an adopt -a dune program for the condominium residents and organizations that will maintain the newly planted beach dunes Recreation Department The Recreation Department provides prompt efficient and courteous service to our customers by providing quality recreational programs and well maintained facilities The department provides a wide variety of services classes special events and activities to the residents of Key Biscayne in Fiscal Year 2003 the department proposes to expand services and programs The Coordinator of Senior Services will expand services available to senior residents including a six (6) month fnal transportation program Youth programs such as the new golf 'program will be implemented to meet the expanding needs of the Village s youth The department will continue (a surcessfutly identify alternative sources of funding such as }grants sponsorships and donations This wilt be accomplished while maintaining a small and'etficien£ department Office of the Village Manager I have placed special emphasis on the need to communicate and disseminate accurate and timely information to our residents I have worked and continue to work with staff on utilizing all available resources at our disposal to inform the public With that said there is still much work to be done in this area The gavel to -gavel broadcast of Village Council meetings will be improved when we hold our first meeting in the new Council, Chambers We will utilize a combination of existing and some new camera equipment to improve the quality of our coverage Also we are currently working on completely revamping the Village website to provide more valuable information and handle quick responses to requests for services All part of a well thought out plan to meet the needs of the Village residents in the area of compensation and benefits of Village employees we have compiled information on neighboring municipalities and how we compare and compete in attracting qualified candidates A comparison of neighboring municipalities concluded that a 2% COLA is a conservative increase Unlike other government entities the Village currently works under a 10 -step pay plan for all its employees A two tier system that combines steps with ranges depending on the Job classification is something that needs to be explored further 19 CITY City of Aventura Bal Harbour Key Biscayne Miami Miami Beach Miami Dade Pinecrest South Miami COLA 35% 27 2% 3 6% 2 5% 3% 3% 3 5% 000000©0000004 • It g C I BUDGET IN BRIEF Fiscal Year 2003 `Th Also the Village currently does not have a designated pension plan for its employees This actually works against us when recruiting qualified candidates that are looking for a long term commitment 1 respectfully F� request support from the Council as we seek to find a compensation and 1 benefits package that is tailor-made to suit the needs of our unique workforce In working with staff on the budget process I have integrated the Goals and Objectives as set by the Village Council in formulating the proposed r^ Budget for Fiscal Year 2003 This is commonly referred to in government as strategic planning and budgeting In the following months 1 will develop a C formalized process for strategic management that will set specific benchmarks and goals to be met in the future that strongly recognizes and 0 addresses unmet needs while formulating the Budget eN r", 20 2003 BUDGET MESSAGE 2002 HIGHLIGHTS The following is a breakdown of activities and/or projects this government has undertaken during the 2002 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 Civtc Center and the Sanitary Sewer construction project Construction of the Civic Center began Apra 30 2001 1 Total 2002 Consolidated Budget The adopted 2002 Annual Budget for all funds was $26 852 168 and is broken down into the following funds General Fund is $13 999 540 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 $9 641 501 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 2001 Annual Video Report was held on May 9 2002 at the Ritz Carlton A Volunteer Appreciation Reception was held at the Ritz Carlton in May of 2002 3 New Manager Hired After the Village s first manager C Samuel Kissinger retired after ten years of service the Village hired former Miami Dade Assistant Fire Director for Administration Ms Jacqueline Menendez as its new Village Manager Ms Menendez spent 13 years with Miami Dade County before coming to the Village 4 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 21 00000000000000000000© 0 C C 4) 5 c 2003 BUDGET MESSAGE 2002 HIGHLIGHTS (` teeN C 5 Traffic Calming Traffic Calming is simple street modifications that cause motorist to dnve with care and reduce speeding The following traffic calming projects have constructed 27 devices since the program was initiated by the Village Council in 1997 1 West Mashta Dnve 1997 4 Traffic Circles 2 Median Diverters 2 Fernwood Road 1997 2 Speed Tables and 1 Choke Tee Intersection 3 West Mashta/Harbor Drive 1998 Traffic Circle Bus re routed off West Wood 4 Harbor Dnve 1998 3 Traffic Circles and 2 Median Diverters 5 East Enid Drive 1999 2 Speed Tables 1 Raised Intersection 6 East Heather Drive 1999 2 Speed Tables 7 Island Dnve 1999 3 Speed Tables 1 Choker 8 West Heather Dnve 2000 2 Raised Intersections 1 Circle and 1 Radius Adjustment 9 West Wood Dnve 2004 1 Median Diverfer 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 6 Ocean Park Introduction The Architect (0 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 intention of the Ocean Park is to provide an atmosphere adhering to the traditions of coastal Honda 22 2003 BUDGET MESSAGE 2002 HIGHLIGHTS and reflecting the essence and spirit of Key Biscayne 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 Dance 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 scope splash located at the center point construction of a 1 600 sq ft open air pavilion and construction of restrooms with outdoor shower facilities The Village Manager issued a notice to proceed on Apnl 18 2001 The project was completed in Apnl of 2002 Landscaping 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 and shrubbery will provide the primary palette for this area Specifically this area will include 12 Pigeon Plums 6 Green Buttonwood 2 GeigerTrees 1 Seagrape 8 Pigmy Date Palms 1 Screw Pine 7 Saw ThatchediPalms A great variety of shrubs will also be planted as well The beach area has been extended westward from the ocean approximately 225 feet 7 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 23 C C 0 a a I a a UI 0©©Q©®00Q -A 2003 BUDGET MESSAGE 2002 HIGHLIGHTS Woodcrest Road West McIntyre Street and Hampton Lane At the Apnl 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 nght of way r r 00300000 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 was completed by December 31 2001 8 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 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 Village 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 24 2003 BUDGET MESSAGE 2002 HIGHLIGHTS fields fo meet the needs of the Village and the County at Bill Baggs State Recreation Area and Crandon Park 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 outdoorrecreatlon 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 bailfields 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 balifields 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 Honda DEP what efforts were made by the staff of ARC to secure ballfields for Crandon Park A letterwas sent by Mr Glisson to Mayor Alexander Penelas supporting an amendment to the Crandon Park Master Plan to facilitate the location of balifields there and offered to facilitate 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 Resolution 2001-56 unanimously adopted on August 28 2001 authorized the Village manager to execute the Lease agreement with Tesaurus Inc for a multi -purpose field that can accommodate three (3) soccer fields or several T -Ball fields or open field or fields or accumulation of recreational activities and parking QOQ000000000©© ID ®e®®®®® 25 2003 BUDGET MESSAGE 2002 HIGHLIGHTS 9 Beach Renounshment After several months of delay the construction of the beach renourishment project began in March of 2002 and was completed in May of 2002 A total of approximately 100 000 cubic yards of beach quality sand was placed on the beach from the Commodore Club southern boundary to the Towers northern boundary Funding was secured by the State of Florida and Miami - Dade County 10 Keep Seniors on Key Biscayne The Village continued to work 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 At their July 16th Goals and Objectives meeting the Village Council reaffirmed its cooperation with the KSOKB committee as a top priority in their 2002 Goals and Objectives The Village Council made a motion at their June 11th meeting to add $12 000 to the recreation budget for a startup transportation program for seniors 1 26 2002 BUDGET MESSAGE EXHIBIT THREE The following is a breakdown of upcoming activities or projects the Village Government will undertake during Fiscal Year 2003 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 and Sanitary Selmer Construction Program 1 2003 Budget The adopted 2003 Annual Budget for all funds was $26 922 168 and is broken down into the following funds General Fund is $16 421 010 Solid Waste Fund is $292000- Stormwater Improvement Fund is $528 049 and the Sanitary Sewer Improvement Fund is $2 424 000 and the Civic Center Fund $9 645 501 The 3 606 mill rate tips remained the same since 1997 2 Civic Center Construction The Fire Station received its Temporary Certificate of Occupancy on October 3 2002 The police/Administration Building received its Temporary Certificate of Occupancy on November 23 2002 Both buildings should receive Final Certificates of Occupancy in early 2003 3 Community Center construction planning The Village Council at their November 12 2002 meeting authorized the issuance of Capital Improvement Revenue Bonds in the amount of $9 987 551 for the purpose of financing a portion of the costs of construction and equipping a community center including a parking garage and swimming pool The Village will be interviewing project managers in early January 2003 Construction is anticipated to begin spring 2003 4 Acquisition of new fire trucks The Village Council at their August 27 2002 Council Meeting authorized the sale of a Village Fire Truck to the City of Clay Center Kansas in the amount of $200 000 The Village Manager was authorized to place an order for two new fire trucks at the November 12 2002 Council Meeting 27 a a a a a a a C o C o o 0 0 0 0 0 a a a 0 0 0 a a a a a a !'1 2002 BUDGET MESSAGE EXHIBIT THREE 5 Community Information Strategy In order to improve communication between the residents and Village ! government the Village Council authorized the Village Manager to enter in an inter local agreement with Miami -Dade County for consulting and web design services This will allow the Village to utilize the County s expertise in the design and operation of an effective website to create the Village s new site Some of the features will include requests for services on-line registration "^ for recreational activities and direct links to other entities such as BFI and FPL that serve this area In addition residents will be able to access all s information and services included in the Miami Dade websrte 6 Playing Fields The Village will continue its efforts to maintain existing fields in Crandon Park The County will be hosting a workshop on February 11 2002 to discuss lighting on Crandon Park The Manager will continue to pursue potential fields on Virginia Key and the potential use of the Miami Rowing Club 7 Key Biscayne Library Funds in the amount of $42 000 are included in the 2003 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 8 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 Apnl 6 2001 directed a public hearing be held on May 8 2001 The public heanng 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 authonty to authorize 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 May 4 1999 Project Financing Plan approved by the Honda 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 28 C 2002 BUDGET MESSAGE EXHIBIT THREE beginning February 15 2003 The interest rate is 2 56% A group of residents took legal action against the proposed special assessments which were to be used for the Loan repayment As a result of the legal action taken by the residents project construction did not matenalize as expected therefore the agreement between the State and the Village was annulled There is an unpaid balance of $437 548 31 of monies disbursed by the State Such payments shall be received by the State in the amount of $14067 07 semiannually 9 Chamber of Commerce Funds are included in this budget to continue the contract with the Chamber of Commerce Udder the terms and conditions of this contract the Chamber has assumed the business and tourism promotional activities for the communr y This private public partnership was initially approved in 1995 10 Crandon Boulevard Master 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 Honda State Park The studywill 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 Resolution 2001 46 authorized the Village Manager to negotiate with the firm of Corzo Castella Thompson Salmon A 15 person advisory committee was created in December 2002 to assist in the preparation of the Crandon Boulevard Streetscape Master Plan 11 Beautification The Village will continue under the supervision of the Public Woks Director to maintain the high level of beautification and maintenance of all areas under village control 12 Bus Shelter The Village Manager was authonzed to prepare a bid for the construction of a bus shelter at the intersection of Crandon Boulevard and Harbor Drive at the October 23 2002 Council Meeting 29 C C o o C c o o C o o 0 o Q 2002 BUDGET MESSAGE EXHIBIT THREE 13 Key Biscayne Community Elemiddle School At the June 6 2000 Council Meeting Mr Victor Alonso R A Supervisor Region IV Miami Dade County School Board addressed the Village Council regarding the playing fields at the Community School The School Board will take up consideration of a funding proposal to build a $10 million (new classroom building) at the school in order to make it equivalent to any K 8 facility The project was funded by the Board at their July Meeting Final approval was September 13th The middle learning center would house the school s sixth seventh and eighth grades and be located south of the school s two story wing The three story 52 000 square foot addition could break ground as early as next summer At the October 24th Council Meeting Mr Alonso stated the school should be completed by 2003 The building will have room for up to 700 students with 20 general classrooms and five specialized labs including science labs It will also include physical education facilities additional dining and kitchen space and administrative offices and a ground level parking garage for 100 cars 14 Art in Public Spaces The Village Council created a Citizen Committee to initiate an Art in Public Spaces Program This committee will oversee and select the art placed in our new Civic Center Facility P. Ic 30 2003 BUDGET MESSAGE EXHIBIT THREE GENERAL FUND BORROWING This chart projects the available borrowing capacity for the next five years The current outstanding debt is $32 522 319 million which includes the Village Green ($1 11 M) the Civic Center ($29 6 Mj Sanitary Sewer ($ 43M) and Citgo ($135 M) The Village will be in compliance with the 17 of assessed value borrowing limit for all years Available borrowing as of October 1 2002 will be $3 3 million The 157 of annual budget expenaiture provision is exceeded for all years except 2005 tfrrdugh 2007 FY 2003 FY 2004 FY 2005 FY 2006 FY 2007 A55essed Value $325 $3503g93160 $33 609 009 955 $3 729 280 254 $3 841 T 58 662 Reverruet, Expenditures $16401073 $12,517754 $17029554 $T3043625 -11$17,252,057 $13304497 $17 699 907 $14 167 448 $17 $14 854 767 683 680 Available for Debt Service and Capital Outlay $3,883,319 $3.985 929 $3 947,560 $3„532 459 $3 087 002 Capital Outlay $938322 $0 $0 $0 $0 Available for Debt Service $2 944 997 $3 985 929 $3 947 560 $3532,459 $3 087 002 • Total 8o[rowngrapaol y_ __ (6% for 20 years) _ $33 — . _,. 778 883 58 _ . $45 - - '' 718 29606 _, $45 278 _ , 197 20 '' $40 _ _ 517 027 42 $35 407 671 _. 80 DEBT LIMITS A 1% of Assessed Value Assessed Value Limit Current Debt Outstanding Anticipated Debt Additional Debt Capacity B 157 at Gen Fund ho Gen Fund Expenditures Limit Current Debt Service Anticipated Debt Service Status $3 259 919 981 $32 599 200 $32 092 551 $32 522 319 $76 881 $16 401 073 $2 460 161 $2 926 430 $2 944 997 $3 503 893 160 $35 038 932 $30 511 895 $30 924 422 $4114 510 $3 609 009 955 $36 090 100 $3 729 280 254 $37 292 803 $3 841 158 662 $38 411 587 $29 350 609 $28 025 086 $26 754 807 $29 745 450 $28 401 786 $27 112 898 $6 344 650 $8 891 017 $11 298 689 $17 029 554 $17 252 057 $17 699 907 $2 554 433 $2 587 809 $2 654 986 $2 725 896 $1 958 707 $2 228 133 $2 758 665 $1 991 615 $2 261 184 OVER OVER UNDER UNDER 31 $17 854 683 $2 678 202 $2 222 001 $2 255 200 UNDER a) 000600000000000® 2003 BUDGET MESSAGE EXHIBIT THREE E 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 12 887 1992 $1 574 025 124 $149 455 696 10 49% 1993 $1 617 141 088 $43 115 964 2 747 1994 $1 560 057 130 ($57 083 958) 3 537 1995 $1 741 921 584 $181 864 454 1 1 667 1996 $1 767 457 006 $25 535 422 1 477 1997 $1 861 243 132 $93 786 126 5 317 1998 $2 003 049 232 $141 806 100 7 627 1999 $2 028 174 208 $25 124 976 1 257 2000 $2 223 956 515 $195 782 307 9 057 2001 $2 499 049 161 $275 092 646 12 377 2002 $2 731 833 645 $232 784 484 9 317 2003 $3 259 919 981 $528 086 336 19 33% PROJECTION Fiscal Year Assessed Value Difference Increase 2004 $3 503 893 160 $243 973 179 28 26% 2005 $3 609 009 955 $105 116 795 3 007 2006 $3 729 280 254 $120 270 299 3 337 2007 $3 841 158 662 $1 1 1 878 408 3 007 $5 000 000 000 $4 000 000 000 $3 000 000 000 $2 000 000 000 $1 000 000 000 $0 Assessed Value mIIIIHHI} 1989 1990 1991 1992 1993 1994 1995 1996 1997 1998 1999 2000 2001 2004 2005 2006 2007 ■Assessed Value 32 2003 BUDGET MESSAGE Ocean dub l k V IIo O (36U It ) Lake Vlla Three (50U t) ,Resort V Ea Ope (46 Unit ) Lak Tow r(75U ts) CI bTowe On (94Unit ) CI bTow rTwo(101U F) CI MOW Thr e (94 U its) Oc nT weron (In U is) Ocean TowerTwo (111 Un ts) S b Total Condor V illage Grand Bay Resort H 1 I Cond 1 (143 U t ) Condo 2 (90 lint I Sngl Pam ly(49Unt) Sub Tot I Total L tY of Ta bl Val P 7 t dC re t Yea Ta ble Valu fEx 1 gProperty St k(3%I c a o a La t Year} I bl VI of N w P p rty (80% f R IA d I fAddt 1St k) C rtif d Tax ble Val P J 1 dTa able Value C rtf dOve (U d )C rtfed Taxabl V I Ad V lorem T EXHIBIT THREE Village of Key Biscayne Projected Taxable Values for Fiscal Years 2002 2007 Fsc IYear Fcal t ar Fsc IYear FiscalY or F alt F 1Ye f 2002 2003 2004 2005 2006 2007 Addt nal Addltprtal Addle al Adrift on I Add ono' Addlto al Pr party Prop fly P perry Pr petty Properly P P NY th Tax R II on the T,axR II on the To Roll o th Tax Roll th Ta R II th T xRoll t vw wv _.f $18656220 $47 963,735 $116099.520 $119 257 040 $119257040 $182719475 $67 500 000 $0 $0 $0 $15,000000 $72 526 140 $34297200 $106823340 $67 500 000 $0 $0 $0 $106 823 340 $186757040 $182 719 47 $0 $15 000 000 $0 $2 499 049 161 $2 731 833 645 $3 259 919 981 $3 503 893 160 $3609 009 955 $3 729 280 254 $2 574 020 636 $28 3 788 654 $3 357 717 580 $3 609 009 955 $3 717 280 254 $3 841 158.662 $85 458 672 $149 405 632 $146 175,580 $0 $12000000 $0 $2 731 833 645 $3 259 919 981 $2 659 479 308 $3 259 919 981 $3 503 893 160 $3 609 009 955 $3 729 280.254 $3 841 158,662 $72 354 337 $0 N/A N/A N/A N/A $9 110 578 $11 167 508 $12 003 287 $12 363 385 $12 775 395 $13 158 657 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 2002 - 2007 33 ©0000000000 V C C IJ to iN)li C C C C ll�t C C C C C C C 1�, GOALS AND OBECTIVES Fiscal Year 2003 2002 VILLAGE OF KEY BISCAYNE VILLAGE COUNCIL GOALS AND OBJECTIVES Introduction 1"7- C iC Since incorporation of the Village the Council of the Village of Key Biscayne has adopted Goals and Objectives on (10) separate occasions These Goals and Objectives are one of the pnmary factors utilized for the development of the Annual Operating Budget and the Five (5) Year Capital Improvement Program (CIP) The CIP is updated annually On July 16 2002 the Village Council held its annual Goals and Objective session After extensive discussion and by consensus the Council recommended the following goals and objectives Goals are divided into the following pnonties Top and High Pnonties and Long Term Objectives I Top Pnonty (0 12 Months) A Beautifying and Maintaining All Areas Under Village Control • Continue high level of beautification and maintenance of areas under Village control B Civic Center • Community Center • Lobbying efforts to secure outside funds for these projects C Community Information Strategy and Action Plan • Continue improving the use of Channel 16 • Adding two PEG channels for the Village • Village Computer System Improvement Program • Emphasis on improving web site • Consideration of quarterly newsletter or other means of communication • Press/Media Relations D Senior Program • Transportation Service • Long Term Policies 34 C IDD GOALS AND OBECTIVES Fiscal Year 2003 E Crandon Boulevard Beautification and Improvements • Develop Plan • Street Tree Planting • Sidewalks • Re examine Curbing • Bus Shelters • Sidewalks to State Park • Crosswalks (including Button Operated Lights) • Signalization • Lights and Landscaping • Develop Crandon Boulevard Master Plan • Study Seaview/Crandon Boulevard intersection crosswalk F New Manager • Review Performance • Bi Annual Performance/Review of Departments G Park Security • Monitor and Make Recommendations H Pedestrian Comprehensive Strategy • Re examine sidewalk plan for West Mashta • Grapetree Street traffic calming • Pedestrian/bicycle safety on roads Playing Fields • Continue efforts to maintain existing fields on Crandon Park • Review development of Calusa Park • Pursue inter local agreement with School Board to develop fields at MAST Academy • Development of playing field at 530 Crandon Boulevard • Lighting Study Village Green • Continue to develop potential fields on Virginia Key • Continue to review potential use of Miami Rowing Club J Residential Street Signs • Investigate Replacing Village Street Signs 35 I C C a a a a a a a a a) a a a 0 a a a GOALS AND OBECTIVES Fiscal Year 2003 K Sanitary Sewer Construction Program • Continue to pursue Grants and Secure Federal Funding L Pathway between Calusa Park and Crandon Park Tennis Center M Parking • Comprehensive parking plan study • Resident only parking areas N Study of Land Acquisition • Easement to Mashta flats • Waterfront property • Mini Parks • Real Estate Exchange O Develop High Quality Key Biscayne Elementary School K 8 • Increased Parking/Feasibility of diagonal parking • New Middle School Building • Partner with Key Biscayne CommunitySchool/PTA/ Miami Dade County Public Schools P Grants and Other Funds • Aggressively pursue grants • Secure Causeway funds • Lobbying efforts at the County State and Federal levels Q Customer Service • Commitment to excellence improving customer service R Review of Noise Ordinance O 0 0 0 S Develop Short and Long Term Plan for Fire Rescue Department • Address staffing needs • Plan now to handle City of Miami contract • Equipment Review • Study Charge for Rescue Calls T Review of Sufficiency of Emergency Fund 36 GOALS AND OBECTIVES Fiscal Year 2003 U Creation of Key Biscayne Youth Council II High Priority (12 24 Months) A Harbor Drive Beautification and Improvements • Restructure from Crandon Boulevard to Fernwood Road B Ocean Lane Drive Street Beautification and Improvements • Reclaim Swales • Sidewalks C Begin Implementation of Crandon Boulevard Beautification 111 Long Term Objectives (24 Months or More) A Residential Street Lighting Study (TBD) • Village Wide Lighting Design Study • Replacing Existing Lights with Village Character Lights B Underground Utilities Study ($10 M est ) • Explore Financing Options • Holiday Colony • Crandon Boulevard • Complete at the Same Time as Street Lighting (Item A) C Sanitary Sewer Program • Construction • Water Pipe Replacement • Funding D Complete Implementation of Crandon Boulevard Beautification 37 000000©0000000000 a • • FINANCIAL POLICY FISCAL YEAR 2003 FINANCIAL POLICY The following financial policy statements are included as an integral part of the Budget to declare those short and long term policies which will guide the Villages present and future operations This commitment to sound financial management and integrity should in turn increase the confidence of the credit rating agencies which assign municipal bond ratings and the confidence of the general public The Village Financial Policy was adopted on August 10 1993 Section 5 02 of the Village Charter provides the opportunity for elector to petition for a referendum on an ordinance authorizing the issuance of debt The same opportunity is provided to the electors when the budget exceeds 5 mills (5 02 (n) B) A The Village will pay for all current expenditures with current revenues The Village will avoid budgetary procedures that balance current expenditures at the expense of meeting future years expenses such as postponing expenditures or accruing future years revenues Editors Note This does include the appropnatfon of pnor year fund balance Charter Section 25 4 requires surplus funds to be utilized to reduce debt or reduce taxes in the next fiscal years B The budget will provide for adequate maintenance of capital plant and equipment and for their orderly replacement C The Village will maintain a continuing budgetary control system to insure that it adheres to the budget D The Village Administration will prepare monthly reports comparing actual revenues and expenditures with budgeted amounts E Wherever possible the Village will integrate performance measurement and productivity indicators with the budget A The Village will make all capital improvements in accordance with the Capital Improvement Program 38 FINANCIAL POLICY FISCAL YEAR 2003 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 penod 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 39 0000000000 C O 1, ©©90®00®0 FINANCIAL POLICY FISCAL YEAR 2003 r r \ 0 0 0 r 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 borrovving prospectus IV. ` REVENUE POLICY A The Village will try to maintain a diversified and stable revenue system to shelter it from unforeseeable short run fluctuations in any single revenue source B The Village will estimate its annual revenues by an objective analytical process wherever practical C The Village will project revenues for the next year Each existing and potential revenue source will be re examined annually D Each year the Village will recalculate the full costs of activities supported by user fees to identify the impact of inflation and other cost increases E The Village will automatically revise user fees subject to review by the Village Council to adjust for the effects of inflation 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 40 FINANCIAL POLICY FISCAL YEAR 2003 D The Village will obtain the best possible return on all cash investments VI. ACCOUNTING, AUDITING, AND FINANCIAL REPORTING POLICY A The Village has established and will maintain a high standard of accounting practices B The accounting system will maintain records on a basis consistent with accepted standards for local government accounting The Village will stnve 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 41 000©000000 • 0000©0000000000000000000 FINANCIAL POLICY r fl r,�'• (2) That amount which would require annual pnncipal and interest payments on Debt dunng any fiscal year to exceed 15 percent of general fund expenditures for the previous full fiscal year ARTICLE I IN GENERAL Sec 25 1 Definitions TAXATION ORDINANCE 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 io 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 (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 0' 0 0 0 0' (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 restncted 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 maionty of the qualified electors of the Village voting in a referendum election (Ord No 97 1 § 1 1 16 97) 42 0 0000000 0000 000 00 0000000000e0 00000eeeeeeu®uu C' CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2001 - 2003 C 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 ,Th 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 Proprietary funds within the • Village budget Funding Sources Property Taxes Actual FY 2001 $8 738 608 Adopted _ :FY 2002 $9 358 44 Adopted FY 2003 $11 167 508 Other Taxes $2 555 721 $2 605 000 $2 945 000 Licenses and Permits $1 308 229 $640 947 $954 185 tate Shared $930 169 $964 900 $964 900 Charges for Services $1 11 452 $74 721 $79 180 Interest Income $491 192 $200 001 $133 720 Fines and Forfeitures $322 344 $28 281 $28 280 tormwater Fund $518 961 $564 127 $528 049 olid Waste Fund $291 701 $296 001 $292 000 anitary Sewer Fund $16 429 $2 424 001 $34 581 Grants $103 300 $50 250 $128 308 Capital Improvement Fund $622 687 $0 $0 Civic Center Fund Total $10 962 530 $26,173,32 $9 645 501 J26,852,148 $1 654 499 $18,910,202 43 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2001 - 2003 EXPENDITURES Listed below are the expenditures of all Government and Proprietary funds within the Village Budget The Debt Service Budget provides for the pnncipal and interest payments of the Village Green loan and the interest on the Civic Center Loan Expenditures General Government Actual FY 2001 $1 295 045 Adopted FY 2002 $1 121 270 Adopted FY 2003 $1 924 700 Public Works $937 86• $772 631 $913,301 Stormwater Fund 2 3 $640 376 $564 127 $618 613 Solid Waste Fund $264 180 $278,789 $278,789 Sanitary Sewer Fund 2 $5 69 $2 424 000 $3 OOQ Building Zoning & Planning $1 237 837, $1 368 367 $1 250 330 Parks & Recreation $473 255, $515 174 $732 604 'ubjla Safety $6 385 771' $6 757 861i $7 696 819 Civic Center Fund $3 402 57: $18 815 070 $7063935 Capi4rl Improvement Fund $1 627 60: $0 $938 322 Non -Departmental $638 025 $891 735 $0 RlpM service Sub -total Transfers $1 606,875 $18,515,108 -$1 468 363 $2 495 502 $34,004,524 NA 1 $2 944 997 $24,345,411 NA i Beginning Fund Balance nding Fund Balance $15 203 371 $13,735,008 NA 1 NA i Changes rn 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 2001 000000000000©0000 CD CD 3 GD GD U a 44 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2001 - 2003 C rA. C C C ra, C C C iC 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 appropnated 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 pnncipal debt payments are budgeted as expenditures Actual Adopted Proposed Adopted Revenues FY 2001 FY 2002 FY 2003 FY 2003 Ad Valorem Taxes $8 738 608 $9358 443 $11 167 508 $11 167 508 Franchise Fees $783 513 $650 000 $690 000 $690 000 Utility Taxes $1 772 208 $1 955 000 $2 255 000 $2 255 000 State Shared Revenues $930 169 $964 900 $964 900 $964 900 Licenses & Permits $1 308 229 $640 947 $954 185 $954 185 Charges for Sernces $433 796 $103 000 $107 460 $107 460 Other Revenue $2076 409 $200 000 $153 657 $133 720 Grants & Donations $103 300 $50 250 $128 300 $128 300 Total Revenues $16 146 232 $13 922 540 $16 421 010 $16 401 073 Expenditures Administrative and Legal Police and Fire Building Zoning & Planning Public Works Debt Service Non Departmental Recreation Capital Outlay Actual Adopted Proposed Adopted FY 2001 FY 2002 FY 2003 FY 2003 $1 295 045 $1 121 270 $1 997 437 $1 924 700 $6 385 771 $6 757 861 $7 659 526 $7 696 819 $1 237 837 $1 368 367 $1 256 423 $1 250 330 $937 866 $772 631 $864 209 $913 301 $1 606 875 $2 495 502 $2 944 997 $2 944 997 $638 025 $891 735 $0 $0 $473 255 $515 174 $733 893 $732 604 $5030 186 $18 815 070 $8 028 460 $8 002 257 Total Expenditures $17 604 861 Revenue Over (Under) Expenditures Other Financing Sources (Uses) Operating Transfers In Operating Transfers Out Loan Proceeds Total Other Financing Sources (Uses) Excess (deficiency) of Revenues and Other Financing Sources Over Expenditures and Other Financing Uses Fund Balance Beginning of Year $32 737 610 $23 484 945 $23 465 008 ($1 458 629) ($18 815 070) ($7 063 935) ($7 063 935) $1 250 000 $1 250 000 $10 000 000 $10 000 000 $0 $0 $9 645 501 $9 645 501 $964 525 $938 322 $964 525 $938 322 $1 654 499 $1 654 499 $1 654 499 $1 654 499 $8 541 371 ($9 169 569) ($5 409 436) ($5 409 436) $14 369 050 $22 910 421 $13 740 852 $13 740 852 Fund Balance End of Year $22 910 42115 $13 740 852 $8 331416 $8 331 416 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2001 - 2003 General Fund The Adopted Fiscal Year 2003 General Fund Budget of $16 401 073 is an increase of $2 478 533 or 17 87 over Fiscal Year 200/ Overall increases in the Village Budget can be attributed to an increase in personnel expenses which include a 1 37 increase for the Cost of Living Allowance (COLA) an increase in insurance expense an increase of $80 000 to the Village Attorney s budget for legal fees and additional maintenance and repairs expenses Along with the above mentioned increases the T7 89' increase in the Debt Service budget is budgeted for the third Civic Center loan which the Village will begin making interest payments on in June 2003 as well as the Citgo Land Acquisition Revenues Ad Valorem Taxes Franchise Fees Utility Taxes State Shared Revenues Licenses & Permits Charges for Services Other Revenue Grants & Donations Actual Adopted Proposed FY 2001 FY 2002 FY 2003 $8 738 608 $9 358 443 $11 167 508 $783 513 $650 000 $690 000 $1 772 208 $1 955 000 $2 255 000 $930 169 $964 900 $964 900 $1 308 229 $640 947 $954 185 $433 796 $103 000 $107 460 $491 192 $200 000 $153 657 $103 300 $50 250 $128 300 Adopted FY 2003 $11 167508 $690 000 $2 255 000 $964900 $954 185 $107 460 $133 720 $128 300 Total Revenues $14 561 015 Fxpenditi ires Administrative and Legal Police and Fire Building Planning & Zoning Public Works Debt Service Non Departmental Recreation Capital Outlay $13 922 540 $16 421 010 $16 401 073 Actual Adopted FY 2001 FY 2002 $1 295 045 $1 121 270 $6 385 771 $6 757 861 $1 237 837 $1 368 367 $937 866 $772 631 $1 606 875 $2 495 502 $638 025 $891 735 $473 255 $515 174 $0 $0 Proposed FY 9003 $1 997 437 $7 659 526 $1 256 423 $864 209 $2 944 997 $0 $733 893 $0 Adopted FY 9003 $1 924 700 $7 696 819 $1 250 330 $913 301 $2 944 997 $0 $732 604 $0 Total Expenditures $12 574 674 $13 922 540 Excess (deficiency) of revenues over expenditures $15 456 485 $15 462 751 $1 986 341 $0 $964 525 $938 322 Other Financing Sources (Uses) Operating Transfers In $0 $0 Operating Transfers Out $1 250 000 $0 Prior Year Fund Balance $0 $0 Total Other Financing Sources ($1 250 000) $0 (Uses) Excess (deficiency) of Revenues and $736 341 $0 Other Financing Sources Over Expenditures and Other Financing Uses Resrdual Equity Transfers ($1 473 160) $0 46 $0 $964 525 $0 ($964 525) $0 $0 $0 $938 322 $0 ($938 322) $0 $0 ®®Q®®0000000000000©© C C C C C C CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2001 - 2003 r C C^ C C C C C Capital Improvement Fund The AdoptedCapital ImprovementFund Budget is shown on a year to year basis It receives appropnationlrom the GeneralFund for capitalprojectsthat may take longer than a year to complete Project expenditures are moved yearly and recorded in the General Fixed Assets Account Group Revenues Other Revenue Total Revenues Fxpenditi ires Capital Outlay Total Expenditures Excess (deficiency) of Revenues Over Expenditures Other Financing Sources (Uses) Operating Transfers In Operating Transfers Out Total Other Financing Sources Actual FY 2001 $622 687 Adopted FY 2002 $0 Proposed FY 913 $0 Adopted FY 2(10 $0 $622 687 $0 $0 $0 Actual FY 2001 $1 627 608 $1 627 608 Adopted FY 2002 $0 $0 Proposed FY 2Q03 $964 525 $964 525 Adopted FY 2003 $938 322 $938 322 ($1 004 921) $1 250 000 $0 $1 250 000 $0 ($964 525) ($938 322) $0 $0 $0 $964 525 $0 $964 525 $938 322 $0 $938 322 Excess (deficiency) of Revenue and Other financing Sources Over Expenditures and Other Financing Uses Fund Balance Beginning of Year Fund Balance End of Year $245 079 $0 $0 $0 $3 180 170 $3 425 249 $3 425 249 $3 425 249 $3 425 249 $3 425 249 $3 425 249 $3 425,249 47 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2001 - 2003 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 in the amount of $ 11 million 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 $34 8 million The completion date is targeted for summer 2004 Revenues Other Revenue Actual Adopted Proposed Adopted FY 2001 FY 2002 FY 2003 FY 2003 $962 530 $0 $0 $0 Total Revenues $962 530 $0 $0 $0 Expenditures Capital Projects Actual Adopted Proposed Adopted FY 2001 FY 2002 FY 2003 FY 2003 $3 402 578 $18 815 070 $7 063 935 $7 063 935 Total Expenditures $3 402 578 $18 815 070 $7 063 935 $7 063 935 Excess {deficiency) of Revenues Over Expenditures ($2 440 048) ($18 815 070) ($7 063 935) ($7 063 935) Other Financing Sources {Uses) Transfers In $0 $0 $0 $0 Loan Proceeds $10 000 000 $9 645 501 $1 654 499 $1 654 499 Total Other Financing Sources $10 000 000 $9 645 501 $1 654 499 $1 654 499 Excess (deficiency) of Revenue and $7 559 952 ($9 169 569) ($5 409 436) ($5 409 436) Other Financing Sources Over Expenditures and Other Financing Uses Fund Balance Beginning of Year $7 019 053 $14 579 005 $5 409 436 $5 409 436 Fund Balance End of Year $14 579 005 $5 409 436 $0 $0 Deficit spending in the Civic Center Fund is due to timing of scheduled activities Funds were borrowed in previous years while construction expenditures will occur in Fiscal Yeas 2002 ti&d 2003 0000000000 GD 3 43 oQoQQ 889 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2001 - 2003 Total Proprietary 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 appropnated C p1* Operating Revenues Operating Revenue Total Operating Revenues Operating Expenditures Administrative Costs Contractual Services Capital Projects Depreciation Total Expenditures Non Operating Revenue (Expense) Interest Income Principal and Interest Expense Loan Proceeds Total Non Operating Revenue (Expense) Revenue Over (Under) Expenditures Retained Earnings Beginning of Year Depreciation Add Back Fund Balance End of Year Actual Adopted FY 2001 FY 2002 $810 662 $791 750 Proposed FY 2003 $804 719 Adopted FY 2003 $804 719 $810 662 $791 750 $804 719 $804 719 Actual FY 2001 $88 844 $260 736 $0 $273 919 Adopted FY 2002 $35 875 $343 789 $2 421 000 $0 Proposed FY 2003 $88 000 $343 789 $0 $0 Adopted FY 2003 $88 000 $343 789 $0 $0 $623 499 $2 800 664 $431 789 $431 789 $89 852 $286 749 $0 $55 408 $416 622 $6 000 000 $73 408 $466 252 $2 406 000 $73 408 $466 252 $2 406 000 ($196 897) $5 638 786 $2 013 156 $2 013 156 ($9 734) $3 629 872 $2 386 086 $2 386 086 $834 321 $1 098 506 $4 728 378 $4 728 378 $273 919 $0 $0 $0 $1 098 506 $4 728 378 $7 114 464 $7 114 464 n 49 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2001 - 2003 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 2001 FY 2002 FY 2003 FY 2003 $518 961 $512 719 $528 049 $528 049 Total Operating Revenues $518 961 Operating Expenditures Administrative Costs Contractual Services Depreciation Total Operating Expenditures $512 719 $528 049 $528 049 Non Operating Revenue(Expensel Interest Income Principal and Interest Expense Total Non Operating Revenue (Expense) Revenues Over (Under) Expenditures ($51 285) Actual FY 2001 $79 708 $0 $273 919 Adopted FY 2002 $17 875 $80 000 $0 Proposed FY 2003 $70 000 $80 000 $0 Adopted FY 2003 $70 000 $80 000 $0 $353 627 $97 875 $150 000 $150 000 $70 130 $51 408 $64 826 $64 826 $286 749 $466 252 $468 613 $468 613 ($216 619) ($414 844) ($403 787) ($403 787) Retained Earnings Beginning of Year $718 506 $0 ($25 738) ($25 738) $941 140 $941 140 $941 140 Depreciation Add Back $273 919 $0 $0 $0 Fund Balance End of Year $941 140 $941 140 $915 402 $915 402 50 00000000 000000000© o ci a a o o CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2001 - 2003 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 C 000OOG000000O Operating Revenues Operating Revenue Total Operating Revenues Operating Expenditures Administrative Costs Contractual Services Total Operating Expenditures Non Operating Revenue (Expense) Interest Income Total Non Operating Revenue (Expense) Revenue Over (Under) Expenditures Retained Earnings Beginning of Year Fund Balance End of Year Actual Adopted Proposed FY 2001 FY 2002 FY 2003 $291 701 $292 000 $292 000 Adopted FY 2003 $292 000 $291701 $292 000 $292 000 $292 000 Actual Adopted FY 2001 FY 2002 $3 444 $15 000 $260 736 $263 789 Proposed FY 2003 $15 000 $263 789 Adopted FY 2003 $15 000 $263 789 $264 180 $278 789 $278 789 $278 789 $3 293 $4 000 $4 000 $4 000 $3 293 $4 000 $4 000 $4 000 $30 814 $17 211 $17 211 $17 211 $100 848 $131 662 $148 873 $148 873 $131 662 $148 873 $166 084 $166 084 51 Consolidated Budget Proprietary Type Funds Sanitary Sewer Improvement Fund The Budget for the Sanitary Sewer Improvement Fund an Enterprise Fund is not appropnated It previously received funds from a State Revolving Loan which were used to design collection facilities to eliminate septic tanks within the Village Construction has been postponed and repayment of received funds wilt commence in Fiscal Year 2003 Depreciation is not budgeted and is only recorded when a capital project is completed Operating Revenues Operating Revenue Total Operating Revenues Actual Adopted Proposed Adopted FY 2001 FY 2002 FY 2003 FY 2003 $0 $0 $0 $0 $0 $0 $0 $0 Actual Adopted Proposed Adopted Operating Expenditures FY 2001 FY 2002 FY 2003 FY 2003 Administrative Costs $5 692 $3 000 $3 000 $3 000 Capital Projects $0 $2 421 000 $0 $0 Total Operating Expenditures $5 692 $2 424 000 $3 000 $3 000 Non Operating Revenue (Expense) Interest Income $16 429 $18 000 $5 000 $5 000 Principal and Interest Expense $0 $0 $57 285 $57 285 Loan Proceeds $0 $2 406 000 $0 $0 Operating Transfers in $0 $0 $29 581 $29 581 Total Non Operating Revenue $16 429 $2 424 000 ($22 704) ($22 704) (Expense) Revenue Over (Under) Expenditures Retained Earnings Beginning of Year $10 737 $0 ($25 704) ($25 704) $14 967 $25 704 $25 704 $25 704 Fund Balance End of Year $25 704 $25 704 $0 $0 52 ©©©OOOO©©©OOQOOGGOGGQGOQGO000004®Q®®e®®® GENERAL FUND FISCAL YEARS 2001 - 2003 The Adopted Fiscal Year 2003 General Fund Budget of $16 401 073 is an increase of $2 478 533 or 17 8% over Fiscal Year 2002 Overall increases in the Village Budget revenues can be attributed to an increase to property values Overall increases in the Village Budget expenses are due to an increase in personnel expenses which include a 1 3% increase in the Cost of Living Allowance (COLA) an increase in insurance expense an increase of $80 000 to the Village Attorney s budget for legal fees and additional maintenance and repairs expenses Along with the above mentioned increases the 18% increase in the Debt Service is budgeted for the third Civic Center loan and the Citgo loan which the Village will begin making interest payments on in 2003 Ad Valorem (Property) Taxes generate 68 1% of the total revenue 3()2000u') 1 c Ad -Valorem Actual FY 2001 $9 358 443 $8 738 608 Adopted FY 2003 $11 167 508 Franchise Fees $783 513 $650 000 $690 000 Utility Taxes $1 772 208 $1 955 000 $2 255 000 Licenses & Permits $1 308 229 $640 947 $954 185 State Shared Revenues $930 169 $964 900 $964 900 Charges for Services $433 796 $103 000 $107 460 Interest $491 192 $200 000 $133 720 Grants & Donations $103 300 $50 250 $128 300 Total $114,561,015 $13,!22,540 $16,401,073 Expenditures General Government Village Attorney Non -Departmental Debt Service Build Zone & Plan Public Safety Public Works Recreation Total Operating Transfers Out Total .a Actual FY 2001 $820 083 $474 961 $638 025 $1 606 875 $1 237 837 $6 385 771 $937 866 $473 255 Adopted FY 2002 $868 270 $253 000 $891 735 $2 495 502 $1 368 367 $6 757 861 $772 631 $515 174 $12,574,674' $1 250 001 Adopted FY 2003. $1 591 700 $333 000 $0 $2 944 997 $1 250 330 $7 696 819 $913 301 $732 604 $13,922,540 $0 $13,1124,675 $15,462,751 $938 322 $13,922,540 u $16,401,073' 0 53 r-- 2003 ESTIMATED PROPERTY TAXES FISCAL YEAR 2003 Jurisdiction Miami Dade County Public Schools Miami Dade County wide services South Florida Water Management District Miami -Dade County Library District Environmental Project (Everglades) Florida Inland Navigation District SUB TOTAL Village of Key Biscayne TOTAL Funds are allocated as follows Service Fire Rescue Department Police Department General Government* Capital Outlay Debt Service Building Zoning and Planning Public Works Recreation Mill Rates Percent Amount Paid 9 252 45 45% $ 3 006 90 6 279 30 84% $ 2 040 68 597 2 93% $ 194 03 486 2 39% $ 157 95 100 49% $ 32 50 0385 19% $ 12 51 16 7525 82 29% S 5,444 56 3606 1771% $1,17195 202585 100.00% $ 6,616.51 Percent of Budget Amount per Year 25 56% $ 299 55 23 99% $ 281 15 12 92% $ 151 42 0 00% $ 0 00 19 06% $ 223 37 8 13% $ 95 28 5 59% $ 65 51 4 75% $ 55 67 100.00% $1,171.95 via e 54 00©00000000000 0000000 C C 0`) T) 1, ) r )C-1r) F l kJ VILLAGE OF KEY BISCAYNE 1996 2002 APPRAISED VALUE OF RE AL PROPERTY Code pesc riptlon 1996 V alue Average Value (in 000s) Parc els 1997 v alu e Aver ag e Valu e (in 000 s) P arc els 1998 V alue Av erage V alue (in Q00 s) Par cels 1'999 Val ue Aver ag e Val ue (in 000 s) Par cels 2000 Valu e A verage V alu e On 000'0 P arcels 2901 Value Average V alu e/al5u e (i n 000 s) Parcels 2062 Valu e ,Averag e (in 000 s) P arcels 00 Vaca nt $38 988 181 $39 058 180 $127 382 184 $120 961 168 $73 %2 231 $78 088 86 $74 734 187 Residentia l 01 Single Family $520 034 1 243 $536 802 1 244 $569 441 1 256 $621 981 1 331 $635 384 1 269 $522 591 1 280 $1 045 208 1 323 03 Multi Fa mily $7 878 6 $8 221 6 $7 987 6 $7 982 6 $8 290 5 $3 638 5 $10 523 5 >10 units 08 Multi Family $1 785 9 $1 711 8 $2403 10 $2458 10 $2821 10 $1 806 10 $5619 10 < 10 un its 04 Condo $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 $1 917 109 5 180 05 Co op $22 699 131 $23 982 131 $23 447 131 $23 467 131 $25 354 131 $28 134 131 $30 075 130 07 Re tirement $6 600 1 Home s 10 Vacant $3 182 4 $2 271 5 $1 805 4 $3 866 5 $57 131 5 $43 220 4 $3 018 3 Co mme rcial 11/ Impro ved $165149 137 $151 026 139 $111 135 137 $89 850 131 $95 740 130 $128 385 148 $134 682 149 39 Comme rcial 50/ Agric ultura l $16 3 69 91/ Misc $1142 1 $1250 1 $1477 1 $1477 1 $1655 1 $1655 1 $1803 1 97 To ta l $1 710 886 5 859 $1 744 235 5 860 $1 838 165 5 874 $1 978 219 6 101 2 004 006 6 176 $2 111 740 6 351 $3 229 371 6 989 SECTION I Certification of Taxable Value DR A20 R 01/95 200_ Year County To ' Late of LC R s^av-G (Name of Taxing Apthority) (1) Current Year Taxable Value of Real Property for Operating Purposes $ (2) Current Year Taxable Value of Personal Property for Operating Purposes $ (3) Current Year Taxable Value of Centrally A...iessed 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) $ (6) Current Year Adjusted Taxable Value (4) (5) $ (7) Prior Year Final Gross Taxable Value (From Prior Year Applicable Form DR 403 Senes) I do hereby certify the values show herein to be correct to the best of my knowledge and belief Witness my hand and official signature at 'ciana-Dadt Cou-ic Florida this he 1st day of JUIN/ 20 02 -0- 3 259 919 981 233,475.185 3 0_6,444 796 $ 2,721 669,505 " Signature of Property Appraiser Lax TAXING AUTHORITY If this portion of the form is not completed in FULL your Authority will be denied TRIM certification and possibly lose its millage levy privilege for the tax year if any line is inapplicable enter N/A or 0 SECTION II (8) Prior Year Operating Millage Levy (9) Prior Year Ad Valorem Proceeds (7) x (8) (10) Current Year Rolled Back Rate (9) divided by (6) (11) Current Year Proposed Operating Mil1age Rate (12) Check TYPE of Taxing Authority Municipality Independent Special District County Multi County Dependent District $ 3.606 9 814 340 per $1 000 3 2429 1 per $1 000 per $1 000 Municipal Service Taxing Unit Water Management District (13) IF DEPENDENT SPECIAL DISTRICT OR MSTU IS MARKED PLEASE SEE REVERSE SIDE (14) Current Year Mlllage Levy for VOTED DEBT SERVICE $ N/A (15) Current Year Millage Levy for OTHER VOTED MILLAGE $ Nit DEPENDENT SPECIAL DISTRICTS SKIP lines (16) through (22) (16) Enter Total Prior Year Ad Valorem Proceeds of ALL DEPENDENT Special Districts and MSTU s levying a millage (The sum of Line (9) from each Distncts Form DR 420) (17) Total Pnor Year Proceeds (9) + (16j (18) The Current Year Aggregate Rolled back Rate (17) divided by (6) (19) Current Yea Aggregate Rolled back Taxes (4) x (18) per $1 000 per $1 000 N/A $ _9 814 340 $ 3_94-9 $ 10,571,595. (20) Enter Total of all non voted Ad Valorem Taxes proposed to be levied by the Principal $ It 755, 271 Taxing Authority all Dependent Districts and MSTU s if any Line (11) x Line (4) (21) Current Year Proposed Aggregate Mlllage Rate (20) divided by (4) (22) Current Year Proposed Rate as a PERCENT CHANGE of Rolled back Rate [(Line 21 divided by Line 18) 1 001 x 100 11 147 Date Time and Place or the first Public Budget Hearing a -d. Lek:posse (305) 305-5606 ,fir no 1n r az ! 00 PM J tg_ h^sl it mI a r eh a dr -r ,-- „,, er -• ys I do hereby certify the millages and rates shown herein to be correct to the best of my Knowledge and belief FURTHER I certify that all millages comply with the provisions or Section 200 071 or 200 081 FS WITNESS my hand and official signature at Kea B_scayne Florida this the 31 day of Ili ; 20Y per $1 000 Signature of Chief Adgts mi trative Officer and Title f na ure "trig a mener09z 72_.1agge pLuage= 85 A -1c1-tyre Scte-t 85 W {-cintyre Street Address of Physical Location Carolyn P Greaves Mailing Address Name of Contact Person ire Pascaw-= Fl 33_49 City 1.606 per $1 000 _sca e s.. (305' 307-8°04 1305) 3c5-8936 State Zip Phone * Fax 4 ©Q@®®0®A6! 0 Q 0 0 0 0 0 See Instructions on Reverse Side 56 REVENUES GENERAL FUND FISCAL YEAR 2003 re-` r C r 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 2003 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 2003 this revenue category is projected to increase by 19 33% to just over $11 1 million and accounts for 68 1% of all revenues in the General Fund Licenses & Permits 59% Utility faxes 1377 Franchise Fees 42% Other Revenue 08% Charges for Services I 07% State Shared Revenues 58% Grants & Donations 0 8% Ad Valorem Taxes 68 1% Revenues Ad -Valorem Taxes Adopted FY 2003 $11 167 508 Adopted FY 2002 $9 358 443 Percent of Proposed Budget 68 1% Franchise Fees $690 000 $650 000 4 2% Utility Taxes $2 255 000 $1 955 000 13 7% Licenses & Permits $964 900 $640 947 5 9% State Shared Revenues $954 185 $964 900 5 8% Charges for Services $107 460 $103 000 0 7% Other Revenue $133 720 $200 000 0 8% Grants & Donations Total $128 300 $14,401,073 $50 250 $13,922,540 0 8% 100.07 57 REVENUES GENERAL FUND FISCAL YEAR 2003 BUDGET COMPARISON - REVENUE CHANGES General Fund Revenues Ad -Valorem Taxes Adopted FY 2003 $11 167 508 Adopted FY 2002 $9 358 443 Difference $1 809 065 Percent Change 19 33% Franchise Fees $690 000 $650 000 $40 000 6 15% Utility Taxes $2 255 000 $1 955 000 $300 000 15 35% Licenses & Permits $964 900 $640 947 $323 953 50 54% State Shared Revenues $954 185 $964900 ($10715) -1 11% Charges for Services $107 460 $103 000 $4,460 4 33% Other Revenue $133 720 $200000 ($66 280) -33 14% Grants & Donations Total Revenue $128,300 $16,401,073 WO 250 $13,922,540 $78 050 $2,475,533 155 32% 17.4% REVENUE CHANGES RATIONALE Ad Valorem The July 1 2002 certificaRron of Village property values is estimated to be $3 259 919 981 which represents an increase of $528 086 336 or 19 33% over the 2002 values At the adopted millage IV( Oft 3 606% thix increase results in an additional $1 809 065 in ad valorem tax reyipimAeofbr the Vigage This represents 68 09% of the General Fund Revenues Franchise Fees The revenues generated through franchise fees in Fiscal Year (FY) 2003 are estimated to total $690 000 an increase of $40 000 or 6 15% over the Adopted FY 2002 Budget Utility Taxes The Fiscal Year 2003 utility tax receipts are estimated to increase by $300 000 or 15 35% over last year s levels The increase in this category is attributed to the Simplified Communications Tax which combines all telecommunications services together and taxes them in this category Licenses and Permits During Fiscal Year 2003 revenues in this category are expected to increase by $323 953 from last year s level This change is attributed to this years rate increase due to a new building permit fee schedule State Shared Revenue Fiscal Year 2003 estimates of state shared revenues are decreased $10 715 based on actual collections from previous years 58 ci C a C C C C C C a ©0000000Q©0Q0Q000000Q0000 REVENUES zC r r C tr rTh r r r k 0 0 r L GENERAL FUND FISCAL YEAR 2003 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 A small increase in collections is anticipated over the previous Fiscal Year Other Revenue The Fiscal Year 2003 Budget estimate of revenues in this category totals $133 720 and includes only one item interest revenue on the balance in the General Fund account Grants & Donations During Fiscal Year 2003 revenues in this category are expected to increase by $78 050 from the previous year 59 REVENUES Estimated Property Assessment GENERAL FUND FISCAL YEAR 2003 Actual Adopted FY 2001 FY 2002 Proposed Adopted FY 2003 FY 2003 $2 499 049 161 $2 731 833 645 $3 259 919 981 $3 259 919 981 Ad Valorem Category Ad Valorem Total Ad Valorem $8 738 608 $9 358 443 $11 167 508 $11 167 508 $8 738 608 $9 358 443 $11 167 508 $11 167 508 Franchise Fees Category Electricity Telephone Cable Total Franchise Fees $678 316 $37 343 $67 855 $650 000 $0 $0 $690 000 $0 $0 $690 000 $0 $0 $783 513 $650 000 $690 000 $690 000 Utility Taxes Cateaory Electricity Telecommunications Simplified Communications Tax Water Gas Oil Total Utility Taxes $1 018973 $492 442 $0 $197 715 $62 833 $245 $1 135000 $0 $550 000 $215 000 $50 000 $5 000 $1 095 000 $0 $850 000 $249 000 $60 000 $1 000 $1 095 000 $0 $850 000 $249 000 $60 000 $1 000 $1 772 208 $1 955 000 $2 255 000 $2 255 000 Licenses &Permits Category Occupational Licenses Building Permits Total Licenses and Permits $33 212 $40 000 $85 000 $1 275 017 $600 947 $85 000 $869 185 $869 185 $1 308 229 $640 947 $954 185 $954 185 State Shared Revenues Cateaory State Revenue Sharing Half Cent Sales Tax Local Option Gas Tax Alcoholic Beverage Licenses $132 230 $585 683 $205 563 $6 693 $140 000 $598 840 $220 000 $6 060 $140 000 $598 840 $220 000 $6 060 $140 000 $598 840 $220 000 $6 060 Total State Shared Revenues $930 169 $964 900 $964 900 $964 900 60 Q C a a a a a a a a a a 6 a�p 0 a a ci a a a a a a a a a a ci a C C • REVENUES GENERAL FUND FISCAL YEAR 2003 r r^h C r"h C a rF, 5 r C C C C C C IC Actual Adopted FY 90Q1 FY 9nn2 Proposed Adopted FY 7nn3 FY 9nn3 Charges for Services Cntegnry Zoning Hearing Certificates of Code Violation Recreation Fines and Lien Election Qualifying Miscellaneou Inspection School Crossing Total Charges for $6 327 $17486 $4 885 $10 508 $322 344 $3 384 $0 $43 012 $0 $25 851 $4 040 $10 100 $10 100 $3 535 $28 280 $2 000 $1 010 $36 360 $0 $7 575 $6 000 $10 100 $10 100 $3 535 $28 280 $2 000 $1 010 $36 360 $2 500 $7 575 $6 000 $10 100 $10 100 $3 535 $28 280 $2 000 $1 010 $36 360 $2 500 $7 575 $433,796 $103,000 $107,460 $107,460 Other Revenues Cntegnry Interest Rent Sale of Fixed Firefighters Hurricane Donations Total Other $291 408 $0 $18 400 $6 339 $175 045 $0 $200 000 $0 $0 $0 $0 $0 $111 400 $19 937 $0 $22 320 $0 $0 $111 400 $0 $0 $22 320 $0 $0 $491 192 $200 000 $153,657 $133,720 Grants Cntegnry HRS EMS Police Grants Total Total Prior Year Fund Grand $0 $55 000 $48 300 $6 500 $6 500 $42 750 $120 800 $1 000 $1 000 $6 500 $120 800 $1 000 $103,300 $50 250 $128 300 $128 300 $14,561,015 $13,922,540 $16,421,010 $16,401 073 $4 169 827 $0 $0 $0 $18,730,842 $13 922,540 $16,421,010 $16,401,073 61 REVENUES GENERAL FUND FISCAL YEAR 2003 REVENUE PROJECTION RATIONALE - FISCAL YEAR 2003 The 2003 General Fund total revenue is estimated to reach $16 401 073 which represents an increase o 17 8% over the previous year s level Ad Valorem Taxes The most traditional revenue source for local governments is Ad Valorem taxation which is an annual tax on real estate and certain personal property Chapter 166 Florida Statutes (F 5) 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 2003 which begins on October 1 2002 and ends on September 30 2003 the assessed values established by the Miami Dade County Property Appraiser as of January 1 2002 are $3 259 919 981 or 68 1% of the General Fund At the adopted millage rate of 3 606 the gross Ad Valorem revenue is $11 755 271 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 FS 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 2003 Fiscal Year is $11 167 508 Ad Valorem taxes are the largest revenue source in the Village budget comprising 68 1% of the total revenues in the general fund PROPERT TAX LEVIES AND COLLECTION FISCAL YEARS 1995 THROUGH 2003 Fiscal Year 1995 Millage 4101 Assessed Value $1 741 921 584 Percent Change N/A Tex Levy $7 143 620 Amount Budgeted $6 786 439 Teel Collected $6 820 803 Percent Collected 95 5% 1996 3 800 $1 767 457 006 1 47% $6 716 337 $6 380 520 $6 486 019 96 6% 1997 3 606 $1 861 243132 5 31% $6 711 643 $6 376 061 $6 495 465 96 8% 1998 3 606 $2 003 049 232 7 62% $7 297 996 $6 861 846 $6 963 900 96 4% 1999 3 606 $2 028 174 208 1 25% $7 313 596 $6 963 900 $7 012 714 95 9% 2000 3 606 $2 773 956 515 965% $8 019 587 $7 677 766 $7 799 633 97 3% 2001 3 606 $2 499 049 161 12 37% $9 011 571 $8 556 788 $8 738 608 97 0% 2002 3 606 $2 731 833 645 9 31% $9 850 992 $9 358 443 N/A N/A 2003 3 606 $3 259 919 981 19 33% $11 755 271 $11 167 508 N/A N/A 62 ®®o©b©a©©©©© a' 0 000000000 REVENUES GENERAL FUND FISCAL YEAR 2003 Pr r � lrTh 1! r)F Y f I f i i l 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 2003 collections are based on anticipated receipts actual receipts in prior years and other appropnate factors as explained below Non Ad Valorem Revenues The chart below is a summary of the Franchise Fees Utility Taxes Licenses 8 Permits State Shared Revenues and other Non Ad Valorem Revenues which are 33 6% of the General Fund Revenues Non Ad -Valorem Revenues `■ Other Revenues Franchise Fees 9 2000 2001 2002 Licenses &Permits ® Utility Taxes 2003 • State Share d Ee 63 REVENUES GENERAL FUND FISCAL YEAR 2003 Franchise Fees The chart below is a summary of Franchise Fees for Electricity Telephone and Cable TV companies Franchise Fees $700 000 $600 000 $500 000 $400 000 $300 000 $200 000 $100 000 $0 1995 1996 1997 1998 1999 2000 2001 2002 2003 Electric Franchise Fees A Franchise Fee in the amount of 6% of gross revenues from sales of electricity was established by Dade County Ordinance No 89 81 adopted on September 5 1989 for a period of thirty (30) years This authority is granted to local governments by Section 180 14 F S The Franchise Fee received during the Fiscal Year is based upon the prior calendar year receipts by the Honda 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 2003 Fiscal Year is $690 000 64 C C CD e 0 a a QQQCQCQQQ©QAQQQQQQQQQQ 1 REVENUES GENERAL FUND FISCAL YEAR 2003 r4^ c 0 0 0 )C)(DC) 00 Franchise Fees Fiscal Year 1995 Electricity $589 031 Telephone $19 914 Cable $43 899. Total $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 $60 000 $730 451 2001 $678 316 $37 343 $67 855 $783 513 2002 $650 000 $0 $0 $650 000 2003 $690 000 $0 $0 $690 000 Utility Taxes Miami Dade County Ordinance No 70 72 adopted on September 21 1970 established utility taxes in the amount of 10% on electricity telephone water gas and oil This authority is granted to local governments by Section 166 231 F S Subsequently the utility tax on telephone was extended to cover all forms of telecommunications and was reduced to 7% The Village adopted its own Utility Tax Ordinance No 97 12 on April 29 1997 to replace the County ordinance which was in effect in accordance with Section 8 04 of the Village Charter 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 5 22% effective October 1 2003 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 65 REVENUES GENERAL FUND FISCAL YEAR 2003 Utility Taxes $1 200 000 $800 000 $400 000 $0 1995 1996 1997 1998 1999 2000 2001 2002 2003 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 2003 are $1 095 000 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 October] 2001 The taxes will be collected by the Department of Revenue ( DOR ) and distributed to local governments On June 12 200] the Village passed Resolution No 2001 41 which established the Village s combined local communications services tax rate at 5 62% for the penod of October 1 2002 and ending September 30 2003 The Village further adopted the local 66 o o a C o ci a 3 a C a 0��r} a a o a a a a 3 3 a a a a 0 ©0000000040 REVENUES GENERAL FUND FISCAL YEAR 2003 1 communications services tax rate of 5 22% effective October 1 2003 source is estimated at $850 000 for Fiscal Year 2003 This revenue Water Utility Taxes This revenue sub category is derived from a 10% tax levied on the water bill of each customer who receives water services within the corporate limits of the Village Based on the projected trend the estimated revenues from this source in Fiscal Year 2003 are $249 000 Gas Utility Taxes This revenue sub category is derived from a 10% tax levied on the natural gas bill of each customer who receives natural gas services within the corporate limits of the Village Based on the projected trend the estimated revenues from this source in Fiscal Year 2003 are $60 000 Oil Utility Taxes This revenue sub category is derived from a 10% tax levied on the oil bill of each customer who receives oil services within the corporate limits of the Village Based on the projected trend the estimated revenues from this source in Fiscal Year 2003 are $1 000 Utility Taxes Fiscal Year 1995 ` Electricity Tele- communications Simplified Cammunicatiens $0 Water $152 645 Gas $38 130 Oil " $3 920 Total $1 257 179 $875 704 $186 780 1996 $888 651 $199 746 $0 $165 169 $37 034 $3 885 $1 294 485 1997 $1 032 445 $274 768 $0 $202 918 $42 066 $3 616 $1 555 813 1998 $989 535 $288 581 $0 $196 271 $36 427 $4 000 $1 514 814 1999 $992 319 $380 934 $0 $208 837 $35 121 $4 262 $1 621 473 2000 $1 000 553 $454 101 $0 $215 063 $52 016 $2169 $1 723 902 2001 $1 018 973 $492 442 $0 $197 715 $62 833 $245 $1 772 208 2002 $1 135 000 $0 $550 000 $215 000 $50 000 $5 000 $1 955 000 2003 $1 095 000 $0 $850 000 $249 000 $60 000 $1 000 $2 255 000 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 amended by Ordinance 95 9 on September 26 1995 67 REVENUES GENERAL FUND FISCAL YEAR 2003 Licenses & Permits $1 000 000 $750,000 $500 000 $250 000 $0 1995 1996 1997 1998 1999 2000 2001 2002 2003 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 2003 are $85 000 Building Permits Permits must be issued to any individual or business whom does construction work within the corporate limits of the Village These permits are Issued for construction such as electrical plumbing structural mechanical etc The fees for various types of permits are set by Village Ordinance No 96 4 and by Section 2 18 of the Miami Dade County Building Code and the minimum fee for a permit is $41 50 per Resolution 99 3 adopted on January 12 1999 Permits for residential construction are based on the 1992 fees of Miami Dade County The estimated revenue for the Fiscal Year 2003 totals $869 185 68 o o o o o C a o o a o 0 o o o o o o o o o o a' Q 0 o o o 0 C C a REVENUES GENERAL FUND FISCAL YEAR 2003 r ,-4 r C Licenses &Permits Occupational Building Fiscal Year Licenses Permits Total 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 $33 212 $1 275 017 $1 308 229 2002 $40 000 $600 947 $640 947 2003 $85 000 $869 185 $954 185 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 Shanng Commission State shared revenues are pledged sources of revenue to repay the debt service on the state sanitary sewer loan (Revenue Shanng) 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 pm 69 REVENUES GENERAL FUND FISCAL YEAR 2003 State Shared Revenues $600 000 $400 000 $200 000 $0 1995 1996 1997 1998 1999 2000 2001 2002 2003 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 statewde 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 measunng 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 2003 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 $28 134 Half Cent Sales Tax Chapter 82 154 Laws of Florida created the local government half cent sales tax program It is so named because one half of the proceeds of this tax are divided between counties and municipalities and the other half goes to the 70 C a U e C C o 0 o o C Q C 0000000C)0000000000000000C REVENUES rr C C L� GENERAL FUND FISCAL YEAR 2003 state The primary purpose of the tax was to provide relief from Ad Valorem taxes in addition to providing counties and municipalities with revenues for local programs Current revenues for this fund come from 9 653% of the state sales tax (which is shared by both counties and cities) The distnbution 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 2003 is $598 840 State Shared Revenues Cigarette State Revenue Half -Gent Local Option Fiscal Year Tax Sharing Sales Tax Gas Tax Total 1995 $10 490 $135 380 $431 067 $211 125 $788 062 1996 $8 395 $125 989 $442 273 $211 312 $787 969 1997 $10 364 $126 787 $450 755 $178 732 $766 638 1998 $10 504 $125 324 $507 696 $175 000 $818 524 1999 $9 528 $117 144 $496 571 $178 243 $801 486 2000 $7 932 $130 246 $556 740 $188 206 $883 124 2001 $0 $132 230 $585 683 $205 563 $923 476 2002 $0 $140 000 $598 840 $220 000 $958 840 2003 $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 mites 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 r� IC 71 REVENUES GENERAL FUND FISCAL YEAR 2003 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 2003 is estimated at $220 000 Other Revenues The following chart is a summary of other revenues for the Village which includes Interest Income and Fines & Forfeitures Other Revenues $500 000 $400 000 $300 000 $200 000 $100 000 $0 1995 1996 1997 1998 1999 2000 2001 2002 2003 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 2003 is estimated at $1 1 1 400 72 C 0 0 0 0 0 C C o o o o ©0000000©©000©0©©0®®®®0® f REVENUES GENERAL FUND FISCAL YEAR 2003 C C C 1a C C 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 Honda 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 2003 estimate is $28 280 and based on actual revenues over previous years Other revenues Fiscal Year 1995 Interest Income $234 673 Fines i Forfeitures $12 822 fotai $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 $291 408 $322 344 $613 752 2002 $200,000 $28 280 $228 280 2003 $111 400 $28 280 $139 680 Prior Year Fund Balance This revenue source is necessary to maintain the miliage rate and is funded by surplus funds from the previous fiscal year This year the Village is not budgeting anything for this category BALANCES $0 00 PRIOR YEAR FUND 1996 1997 $375 750 00 1998 $408 707 00 1999 $541 000 00 2000 $440 000 00 2001 $204 648 00 2002 $736 339 00 2003 $0 00 73 J®®aoaooQQQQ0000000 ©000©©6© ©d©doo©0 000000 EXPENDITURES r C - UC LCOC C 00000 GENERAL FUND FISCAL YEAR 2003 The $15 462 751 Adopted Fiscal Year 2003 Budget allocates funds to ten departmenis as listed below The department expenditure budgets itemize the Funding that provides for the overall administration and management of all governmental functions and activities of the Village The monies allocated to each department ensure the proper implementation of policies and ordinances adopted by the Village Council in an efficient and effective manner The Adopted Fiscal Year 2003 Budget expenditures have increased a total of 11 1% over the Fiscal Year 2002 expenditures This increase can be attributed to an increase in personnel expenses insurance costs maintenance and repair expenses and an increase in legal fees Public Works S6% Fire Rescue 25 6% Recreation 4 7% Police 24 07 Administration 61% Village Council 2 2% Village Clerk 2 07 BZI' 817 Village Attorney 2 6% DebtService 19 1% Expenditures _ Village Council Adopted , FY 2003 $321 306 Adsptesi FY 2002 $36 254 Difference _ $285 052 Percent Changed 786 37 Administration $964 751 $608 893 $355 858 58 4% Village Clerk $305 643 $223 123 $82 520 37 0% Village Attorney $333 000 $253 000 $80 000 31 67 Non Departmental $0 $891 735 ($891 735) 100 0% Debt Service $2 944 997 $2 495 502 $449 495 18 0% Building Zoning & Planning $1 250 330 $1 368 367 ($118 037) 8 6% Police $3 645 134 $3 345 765 $299 369 8 9% Fire Rescue $4 051 685 $3 412 096 $639 589 18 7% Public Works $913 301 $772 631 $140 670 18 27 Recreation $732 604 $515 174 $217 430 42 2% Sub-Tetwl ; Operating Transfers for Capital Outlay $15;4L2,75T $938 322 $16,4011j173 $13,722,540 $0 $13,122.540;: $1,540,211 $938 322 $;4711,533._,._ 11.1% N/A , . 17.17. Tote1r;._,___ ...__ w... ., 75 EXPENDITURES GENERAL FUND FISCAL YEAR 2003 SUMMARY OF EXPENDITURE CHANGES The total finance program adopted for Fiscal Year 2003 is $15 462 751 This represents an 11 1% increase in the total operating budget from fiscal year 2002 Expenditures Village Council Adopted FY 2003 $321 306 Adopted FY 2002 $36 254 Difference $285 052 Percent Changed 786 3% Administration $964 751 $608 893 $355 858 58 4% Village Clerk $305 643 $223 123 $82 520 37 0% Village Attorney $333000 $253 000 $80 000 31 6% $0 $891 735 ($891 735) 100 0% Non papal ln,ental Debt Service $2,944 997 $2,495,502 $449 495 18 0% Building Zone a & l t o k',, ; 2 $1250,330 $1368 367 a$118 037) 8 6% Police $3,645 134 $3,345 765 $299 369 8 9% Fire Rescue ,� " $4,051 685 $31412 096 ' ' 3-$639 589 18 7% Public, Works, "t `„ 1 $913,301 $772,631 , $140,670 18 2% Re e(o ata, ,r b 4 ; )! ; '>515 174 1' x$217 430 ' X12.2% Sub -Total Operating Transfers foF Crpieal Outlay $15,442,751 $938,322 $13,t22,540 $0 $1,540,211 $938,322 11.17 N/A Total 401,073..__.513,922,540 $2,474,533 17.3% 1/4 SUMMARY OF EXPOIDITURE CHANGES BY OBJECT CLASS General Fund Expenditures by Object Personnel Adopted FY 2003 $8 289 531 Adopted FY 2002 $7 832 185 Difference $457 346 Percent Changed 5 8% OtherrExpenses $3 438,583 $2 847685 $590 898 20 8% Contract Professigngls $551,640 ` $505,703 $45 937 ` 9 1% Supplles , $1204500 $110965r '°1535 8 6% Equipment $1(17,500 30,,50'0 ($13,000) -10 0% Debt • -twee $29%4y997 f• .02 $'4 x495 18,0% Sub -Total Operating Transfers for Capital Outlay $15,442,751 $13,t22,540 $1,540,211 =ME $2,471,533 11.1% 17.8% Total $14,401,073 $13,922,540 76 C C C C D®o©0®aCt®©o®©uouo0 )000000o 00000000000 EXPENDITURES GENERAL FUND FISCAL YEAR 2003 EXPENDITURE CHANGES RATIONALE 0 C 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 2003 Budget for the Village Council has increased because of the inclusion of line items related to this department that were previously in Non Departmental The Village Council budget represents 2 2% of the budget Administration Administration includes the Village Manager s Office and the Finance and Administrative Services Department At $964 751 the Adopted Fiscal Year 2003 Budget increased also due to personnel expenses due to salary increases and additional health insurance contributions on behalf of the Village and the incorporation of various line items previously included in Non Departmental The Administration/Finance budget represents 6 1% of the budget t^ Village Clerk The Village Clerk s Adopted Fiscal Year 2003 Budget will increase to L $305 643 or 37% The change covers personnel expenses due to salary increases and additional health insurance contributions on behalf of the Village as well as new line C C items inherited from Non Departmental Village Attorney At $333 000 the Village Attorney s allocation increased $80 000 or 31 6% Additional allocations will be used for legal fees Non Departmental In order to properly implement GASB Statement #34 the Adopted Fiscal Year 2003 Budget for Non Departmental expenses has been eliminated and reclassified into each specific department Debt Service The Fiscal Year 2003 requirement for debt service has increased by $449 495 The debt service cost is associated with a 10 -year bank loan for the purchase of the Village Green a 20 -year bond issue for the Civic Center Project an a third loan for phase three of the Civic Center and a loan for the Citgo purchase Building Zoning and Planning The Building Zoning and Planning Department budget of $1 250 330 represents an 8 6% decrease from the Fiscal Year 2002 Budget Changes in this budget are due to a decrease in personnel expenses associated with staff needed Police The Police Department s Fiscal Year 2003 Budget allocation of $3 645 134 represents a $299 369 increase or 8 9% from the Fiscal Year 2002 Budget The increase is attributed to insurance and personnel costs 77 EXPENDITURES GENERAL FUND FISCAL YEAR 2003 Fire Rescue The Adopted Fiscal Year 2003 Budget for Fire Rescue will increase by $639 589 or 18 7% due to an increase in personnel expenses and insurance as well as a provision for annual payments on the new fire truck lease Public Works The Adopted Fiscal Year 2003 Budget for Public Works will Increase by 182% or $140 670 This change is due to an increase personnel expenses insurance and added contractual services Recreation At $732 604 the Park and Recreation Department's budget provides for an increase of $217 430 or 42 2% This is due to an increase in personnel expenses affributed to Cost of Living Allowance merit increases additional health insurance contributions and added contractual services and programs Capital Outlay The Adopted Fiscal Year 2003 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 1 3% cost -of -living adjustment and merit increases 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 increased insurance costs and an increase in maintenance and repairs pertaining to the new Administrative/Police/Fire buildings 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 C C Q 0 a a a m a ci a a a G 0 a G a a C a, 78 C r EXPENDITURES GENERAL FUND FISCAL YEAR 2003 r" Debt Service This represents the principal and interest payments for the Village Green interest payments for the Civic Censer debt and interest payments on the new Citgo Land acquisition 0 0 0 Capita! Outlay For Fiscal Year 2003 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 79 ©c® ®®® o®® e®®c ®n® o® eee ®eeoeeeseeese®eeeeseee To provide afafe,;quality community environment for allisldnders firibugh res onsible governn nt:, C C- C C VILLAGE COUNCIL FISCAL YEAR 2003 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 81 C o o ci o C C C o o o o C Q o o o o Q o o 0 C C Q C 0 o o VILLAGE COUNCIL FISCAL YEAR 2003 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 Flonda 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 82 VILLAGE COUNCIL FISCAL YEAR 2003 BUDGET Responsibilities of the Local Planning Agency • Prepare the local comprehensive plan and any amendments • Make recommendations to the municipal governing body regarding the adoption or amendment of plan • Hold Public Hearings on the proposed plan or plan amendment • Monitor the effectiveness and status of the comprehensive plan • Make recommendations to the municipal governing body concerning any changes required to the comprehensive plan • Review proposed land development regulations and codes and inform the governing body of the consistency of the proposal with the local comprehensive plan • Perform other duties assigned by the governing body general law or special law 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 p m Council meeting schedules are subject to change Council meetings are broadcast live and re broadcast daily at 10 00 a m and at 7 00 p m Below is a breakdown of the Village Council s activities by calendar year Meetings 1997 10 1993 8 1999 13 2000 14 2001 7 2002 7 Special Meetings 10 12 13 16 7 7 Resolutions 58 53 98 43 61 61 Ordinances 25 8 9 9 8 8 Workshops 5 4 6 3 2 2 2003 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 83 C 4 0000000000000000000000000000©0000000C VILLAGE COUNCIL FISCAL YEAR 2003 BUDGET densities consistent with protection of reasonable property rights Hotels should be permitted in order to provide ocean access opportunities and respect an established land use pattern however they should be modest in size so as not to overpower the community s residential character Other commercial development should be sized to meet the needs of residents and hotel guests Office development should be limited to the minimum amount practical in light of existing development patterns RESIDENT'S EXECUTIVE SUMMARY - Village Council FUNDING LEVEL SUMMARY 3no it)f) c FY 1911 FY 2000 FY 2001 FY 2002 fY 2003 % Change Bern 02-03 Administrative Expenses $15 000 Other Expenses Total Departments $16 500 $26 254 $10 000 $26 254 $26 254 $10 000 0% $10 000 $10 000 $10 000 0% 0% $25 000 $26 500 $36 254 $36 254 I $36 254 BUDGET SUMMARY At $321 306 the Village Council budget increases $285 052 from Fiscal Year 2002 Village Council Cateaory Administrative Expenses Memberships & Dues Education & Training Insurance Committee Expenses State Relations Representative Federal Relations Representative Chamber of Commerce Miami Dade Library Agreement Electricity Water & Sewer Maintenance & Repairs Actual FY 2001 $20 085 $3 502 $30 790 $0 $0 $0 $0 $0 $0 $0 $0 $0 Adopted FY 2002 $26 254 $6 000 $4 000 $0 $0 $0 $0 $0 $0 $0 $0 $0 Proposed Adopted FY 2003 FY 2003 $26 254 $26 254 $6000 $6 000 $20 000 $20 000 $20 576 $20 576 $500 $500 $35 000 $35 000 $95 000 $95 000 $75 000 $55 063 $42 000 $42 000 $8 785 $8 785 $4 628 $4 628 $7 500 $7 500 Total Village Council $54 377 $36 254 $341 243 $321 306 84 0®®®0 00099®® ®A ®®® ®®®00A0b0®®® ®®5®0© 0000 60®0A ezeteariattna OFFICE OF THE VILLAGE MANAGER FISCAL YEAR 2003 BUDGET 4 To implement Village Council policies and to provide sound eiiership and o rse e11 departmenf'il acfi hies, enablin+ them to work in`the best interests of our community, instill the Village's mission statement -among -bur employees to foster an outstanding level of serviceat a reasonable cost and effectively implement and administer the policies r established`* the Council. MISSION STATEMENT C C Administrative Intern 365-5500 C Organizational Chart Assistant to the Village Manager 365-5500 Administrative Assistant 365-5500 OFFICE OF THE VILLAGE MANAGER FISCAL YEAR 2003 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 86 o C 0 o o 0000000000©0000000000 0000000000000 Fir OFFICE OF THE VILLAGE MANAGER FISCAL YEAR 2003 BUDGET c" C (-)rmonr)oi Capital Improvements Program The Village Manager develops and recommends alternative solutions to community problems as well as plans and develops programs to meet the future physical social and cultural needs of the Village The Village 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 MS 1 0 FY 1M 1 0 FY 2000 1 0 FY 2001 1 0 FY 2002 1 0 FY 2003 1 0 Assistant to the Manager 1 0 1 0 1 0 1 0 1 0 1 0 Administrative Assistant 1 0 1 0 1 0 1 0 1 0 00 Administrative Intern 0 0 0 0 0 0 1 0 1 0 0 0 Grant Specialist - Part Time 0 0 0 0 0 0 0 5 0 5 0 0 Receptionist - Part Time 1 0 1 0 0 0 0 0 0 0 0 5 Total 40 40 30 45 45 I 25 2003 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 • To conduct any special studies information gathering and reports as may be necessary an/or requested by the Village Council • To attend and participate in intergovernmental activities by attending meetings and facilitating the exchange of information within different Jurisdictions • To prepare and submit a Village budget by July 15th of each year 87 OFFICE OF THE VILLAGE MANAGER FISCAL YEAR 2003 BUDGET • To increase the level of Village services by increasing the amount of grant in aid revenues • To revitalize productivity programs to reduce costs through improved methods and procedures • To support and promote State legislation in the Village s interest while actively opposing legislation that is detrimental to the Village • To coordinate plan control and monitor the activities of agencies reporting to the Village Manager to insure that all policies and actions of the council and administration are carried out including the attainment of budget objectives and adherence to assigned deadlines for completion of projects and studies • To communicate all requests for service referral and information to appropriate Village departments and to provide necessary follow up to ensure that a response or resolution to the request is provided • To maintain a cooperative working relationship with State agencies and other local 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 88 6 a C C Q C C C e.J C C C r+ ©0000000000©oo00000©©©000 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2003 BUDGET C C, C C C '; C 0 � P• C C wMISSIO STATEMENT To, administer, the finances and ,budget° of the Wage efficiently and -,report "?elated cti ties _accurateif: and -- timely, and to-tnbnage the insurance insurahcerand employee benefit projrams in the best interest of then,Village and its employees Organizational Chart ( Cifizens/Residents Key liscayne Village Council Village Manager 365-5514 Ii 89 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2003 BUDGET FUNCTIONAL ORGANIZATIONAL CHART Finance and Xdminlstrative 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 • Enterpnse Fund administration consisting of billing for Solid Waste accounts and Stormwater fee calculation and administration • Capital Improvement Fund project accounting DEPARTMENTAL DESCRIPTION The Department of Finance and Administrative Services is responsible for coordinating the financial operation of the Village departments Under the direction and supervision of Severn Trent 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 nsk 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 90 ©©000000000000000000000000000000QQQosee FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2003 BUDGET 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 r C 0 0 C 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 Severn Trent Services Inc 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 2002 The budget was prepared on time and administered carefully during the year Application for the Annual Distinguished Budget Presentation Award from the GFOA for the Fiscal Year 2002 budget was filed December 2001 The budget was filed and accepted by the Florida Department of Revenue and met the TRIM (Truth in Millage Bill) Requirements on July 1 2001 All available funds were invested 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 91 r" FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2003 BUDGET PERFORMANCE INDICATORS ACTIVITY Payroll Checks FY ltl Actual 2 500 FY 1M Actual 2 700 FY 2000 Actual 2 900 FY 2001 Actual 2 886 FY 2002 Actual 2 986 FY 2003 Estimated 3 068 Accounts Payable Checks 3 300 3 500 4 900 3 033 3 148 2 784 Solid Waste Bills 1 313 1 313 1 313 1 313 1 292 1 294 Employees Insurance Premiums $637 900 $691 378 $725 520 $586 467 $757 181 $893 782 Property Liability Premiums $140 500 $120 085 $93 539 149 204 $192 158 $264 316 Manage Investments $5 000 000 $5 000 000 $15000 000 $25 004 844 $25 595 497 $9 389 448 CAFR Award I YES YES YES YES YES GOAL Budget Award 2 YES YES YES YES YES GOAL AudiflSubmittal February 11 ' May 12 March 19 March 26 March 31 I Comprehensive Annual Financial Report Certificate of Achievement (1992 first received) 2 Annual Distinguished Budget Presentation Award (1993 first received) 2003 DEPARTMENTAL OBJECTIVES & 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 Officers Association (GFOA) The Finance Department will begin working with department heads in January 2003 in preparation for the Fiscal Year 2004 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 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 92 C C C C C C C C C C C C C C 00000000©00000000000 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT r C' 4 C' C� FISCAL YEAR 2003 BUDGET 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 RESIDENT'S EXECUTIVE SUMMARY - FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT Authorized Positions Director 1971 1 lilt 1 2000 1 2001 0 2002 0 2003 0 Assistant - Full Time 1 1 1 1 1 1 Assistant - Part Time 0 0 0 0 0 5 0 Admin Assist - Part Time 0 5 0 5 0 5 0 5 0 0 Total 2 5 2 5 2 5 1 5 1 5 1 0 FUNDING LEVEL SUMMARY Personnel Expenses Operational Expenses Capital Outlay Total Department FY 1999 FY 2000 FY 2001 FY 2002 FY 2003 % Change from 02-03 $407 364 $455 987 $423 277 $423 863 $364 293 $59 855 $63 855 $186 884 $185 030 $600 458 -14% 325% $0 $0 $0 $0 $0 $467 219 $519 842 $610 161 $608 893 $964 751 58% BUDGET SUMMARY The Finance and Administrative Services Budget increased $355 858 from the previous years budget due to an increase in insurance premiums for workers comp and liability and increased line items from Non Departmental 93 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2003 BUDGET Administration & Finance Category Village Manager Housing Allowance Assistant to the Manager Assistant to the Manager Assistant to the Manager Assistant Director Finance IT Administrator Receptionist Payroll Taxes Retirement Contributions Life Health Disability Insurance Workers Comp Insurance Unemployment Insurance Contractual Services Grant Specialist Contractual Auditors Employee Development Administrative Expenses Insurance Telephone Postage Electricity Water & Sewer Maintenance & Repairs Furniture & Fixtures Equipment Supplies Car Allowance Miscellaneous Memberships & Dues Educational Training Travel Appraisers Newsletter/Annual Report Contingency for Emergencies Actual Adopted Proposed Adopted FY 2001 FY 2002 FY 2003 FY 2003 $204 127 $141 000 $128 985 $128 640 $10154 $12000 $0 $0 $11 377 $27 280 $0 $0 $36 159 $38 757 $50 454 $50 108 $16 697 $31 885 $0 $0 $38 291 $41 003 $50 837 $50 488 $0 $50 000 $38 640 $38 640 $0 $19391 $19391 $19391 $14156 $21 650 $19043 $18985 $31 847 $34 815 $32 270 $32 145 $29 544 $33 708 $22 426 $22 426 $1 903 $1 142 $3 434 $3 434 $928 $432 $36 $36 $59 583 $65 000 $75 800 $100 000 $14 180 $20 800 $20 800 $20 800 $0 $0 $42 500 $42 500 $0 $0 $9 000 $9 000 $45 440 $35 000 $35 000 $35 000 $8 281 $8 730 $16 686 $16 686 $0 $0 $50 000 $50 000 $0 $0 $15000 $15 000 $0 $0 $7 544 $7 544 $0 $0 $4 628 $4 628 $0 $0 $7 500 $7 500 $0 $0 $5 000 $5 000 $0 $0 $15 000 $15 000 $11 780 $5 000 $35 000 $35 000 $4 900 $4 800 $4 800 $4 800 $97 $1 000 $3 500 $3 500 $2 873 $6 500 $6 500 $6 500 $5 233 $6 000 $6 000 $6 000 $2 339 $3 000 $3 000 $3 000 $0 $0 $1 000 $1 000 $0 $0 $12000 $12000 $0 $0 $200 000 $200 000 Total Administration $549 889 $608 893 $941 774 $964 751 94 oo ceo@ooQQQQQQQQQc a • C OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2003 BUDGET C C C G t.MISSIQN :. trATEMEN t • ,Tor provide a-safe...quality community environment for o0 islanders WOO responsible government. DEPARTMENTAL ORGANIZATIONAL CHART Citizens/Residents Village Coat= Village Clerk 345-5504 Assistant to the Clerk 345 -?35 95 OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2003 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 Flonda 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 prescnbes 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 000000©0000000 C 96 OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2003 BUDGET The Village Clerk also provides a myriad of other services that are dictated through ordinances State statutes and tradition These services include prepanng Council Agendas publishing public notices serving as Supervisor of Elections processing and maintaining custody of agreements contracts ordinances resolutions and proclamations administering publication of the Village Code and Charter and providing information and records research to the Council staff and public (r 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 full time Assistant 2003 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 • 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 97 OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2003 BUDGET • To process and maintain custody of agreements contracts ordinances resolutions and proclamations • To maintain custody of Village records and coordinate the microfilming and storage of said records • To provide clerical and research support for members of the Council • To administer the publication of the Village Charter code book supplements and indexing of Council minutes under contract with Municipal Code Corporation • To provide information and records research to the public and staff • To provide notary service and administer oaths of office to committee members police and fire officers and other Village Officials • To compile and maintain the Clerk s Office Procedures and Information Manual • To serve as the Financial Disclosure Coordinator with the State of Flonda Commission on Ethics and the Records Management Liaison with the State of Florida Department of State • To maintain custody of the Village Seal • To serve as liaison between the public and Council as directed RESIDENT'S EXECUTIVE SUMMARY - Village Clerk FY 2002 1 FY 2003 1 Authorized Positions FY 1!!'/ 1 FY 2000 1 FY 2001 1 Village Clerk Staff Assistant - Full Time 0 0 0 0 1 Deputy Clerk - Part Time 0 0 5 0 5 0 5 0 Staff Assistant — Pad Time 0 5 0 0 0 0 Total 1 5 1 5 1 5 1 5 2 0 0©00000000000c C C Q 98 OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2003 BUDGET FUNDING LEVEL SUMMARY r r (a. C. c: C C C FY 1111 Personnel Expenses I $71 A63 FY 2000 $93 233 FY 2001 $103 208 FY 2002 $112 449 FY 2003 $125 836 7. Change _ham 02.-03 8 95% Operational Expenses $86 000 $82 999 S111 934 $1 10 674 $179 807 1 13% Capital Outlay $0 $0 $0 $0 $0 0% Total Department $157 463 $175 233 , $215 142 $223 123 $305 643 3 71% BUDGET The Village Clerk s budget for Fiscal Year 2003 increased $285 052 over the previous year This increase is due to a 1 3% COLA increase and an increase in line items from Non -Departmental Village Clerk Cateaory Clerk Administrative Assistant Payroll Taxes Retirement Contributions Life Health Disability Insurance Workers Comp Insurance Unemployment Insurance Insurance Electricity Water & Sewer Maintenance & Repairs Imaging Equipment/Supplies Ordinance Codification Indexing Minutes Elections Election Advertising Legal Advertising Memberships & Dues Education & Training Travel Capital Outlay Actual Adopted Proposed Adopted FY 2001 FY 2002 FY 2003 FY 2003 $59 550 $64 368 $69 392 $68 915 $22 744 $25 949 $25 280 $25 107 $6 198 $6 909 $7 242 $7 193 $7048 $7724 $11361 $11283 $4 706 $5 940 $11 519 $11519 $1 387 $1 443 $1 801 $1 801 $39 $116 $18 $18 $6969 $8674 $18135 $18135 $0 $0 $7 544 $7 544 $0 $0 $4 628 $4 628 $0 $0 $7 500 $7 500 $1 451 $5 000 $5 000 $5 000 $8 671 $3 500 $3 500 $3 500 $1 803 $2 500 $2 500 $2 500 $2 321 $10 000 $20 000 $20 000 $0 $0 $30 000 $30 000 $62 581 $75 000 $75 000 $75 000 $261 $750 $750 $750 $1 550 $2 250 $2 250 $2 250 $3 553 $3 000 $3 000 $3 000 $24 983 $0 $0 $0 Total Village Clerk $215 817 $223 123 $306 420 $305 643 99 Od©O® O©©©OO®O®QQOQQQO®Q©a ®Q® ®®®® ®0000 09 ®®®® VILLAGE ATTORNEY FISCAL YEAR 2003 BUDGET 0 0 AISSION.,7 S ATEN►ENT• ' T. serve the public, of Key Biscayne by providing-fair/honest *creative and pr.ctTcal`feast advice to th? Viltoge'C•uncil and Village Stiff and represent the Village in all legal proceedings. rf „Air, Organizational Chart Citizens/Residents of Key Biscayne Village Council Village Attorney Weiss Serota Hellman Pastoriza & Guedes, P.A. 305-854-0E00 100 VILLAGE ATTORNEY FISCAL YEAR 2003 BUDGET FUNCTIONAL ORGANIZATIONAL CHART Village Attorney • Provides legal services to the • Reviews and prepares Village as a municipality 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 the Village • Provide legal support services to the Village Council and ctnff DEPARTMENTAL DESCRIPTION The Office of the Village Attorney was created by Section 3 05 of the Village Charter The primary goal of the Office of the Village Attorney is to provide legal services to the Village as a municipality The Village Attorney is appointed directly by the Village Council As the Village s legal counsel the office is committed to serving the public of Key Biscayne by providing legal advice to the Village council and Village Staff The Village of Key Biscayne receives legal services under contract wit the law firm of Weiss Serota Helfman Pastoriza & Guedes P.A To date the firm has been able to provide all legal needs to the Village without the necessity of retaining outside counsel The sole exception to this was the retention of independent bond counsel as is customary with municipal governments 101 00000000000000 0 0 IIi l 0 C VILLAGE ATTORNEY FISCAL YEAR 2003 BUDGET The firm provides legal advice and services to the Village on a regular basis in the following areas Personnel matters Land use and zoning matters Sunshine Law Drafting and/or review of contracts Litigation Stormwater Utility Police related legal advice Conflict of interest issues Lien procedures Real estate and real estate related matters Construction and construction related issues Public Records Law Drafting of resolutions and ordinances Preventive advice relating to contested matters State and National Legislative Matters 2003 DEPARTMENTAL OBJECTIVES • To continue to provide the Village with legal advice that 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 102 d VILLAGE ATTORNEY FISCAL YEAR 2003 BUDGET RESIDENT'S EXECUTIVE SUMMARY - Village Attorney Legal Fees Professional Fees Other Expenses Total Department FY 1999 FY 2000 FY 2001 FY 2002 FY 2003 % Change from 02-03 $185 000 $185 000 $185 000 $225 000 $300 000 $25 000 $3 000 $213 000 $25 000 $3 000 $213 000 $25 000 $3 000 $213 000 $25 000 $3 000 $253 000 $25 000 $8 000 $333600 3333% 0 0% 166 67% 31 62% BUDGET SUMMARY The Village Attorney s budget for Fiscal Year 2003 increased $80 000 over the previous year due to an increase in legal fees Village Attorney Category Legal Foos Legal Foos Lawsuits Prof Foos Contract Matters Other Professional Fees Court Costs and Fees Other Expenses Actual FY 2001 $391 858 $65 999 $13 701 $2 295 $1 108 $0 Adopted FY 2002 $175 000 $50 000 $20 000 $5 000 $1 500 $1 500 Proposed FY 2003 $200 000 $175 000 $25 000 $5 000 $1 500 $1 500 Adopted FY 2003 $200 000 $100 000 $25000 $5 000 $1 500 $1 500 Total Village Attorney $474 961 $253 000 $408 000 $333 000 QQ®Q©Q000000000000 C C C 103 NON -DEPARTMENTAL r r"^ 0 0 r'1 tis 0 0 FISCAL YEAR 2003 BUDGET This section of the budget covers a variety of items of a general nature Due to the implementation of GASB Statement #34 this department is now defunct and will be reclassified into the department it represents Non -Departmental Category Salaries Overtime Off Duty Employment Payroll Taxes Workers Comp Insurance Unemployment Appraisers Committee Expenses Financial Advisor Auditors Employee Development Contractual Expenses Communications Postage Electncity Water & Sewer Village Hall Rent Intergovt Relations Representative Insurance Maintenance & Repairs Newsletter/Annual Report Supplies Furniture & Fixtures Equipment Miami Empowerment Zone Chamber of Commerce Other Expenses Miami Dade Library Agreement Contingency for Emergencies Total Non Departmental Actual FY 2001 $0 $0 $0 $1 101 $o $4 500 $225 $12 000 $35 560 $1 005 $3 021 $54823 $12087 $20 234 $41 946 $96 578 $89 019 $0 $15 022 $41 211 $26 705 $0 $7 370 $0 $75 000 $41 $12 275 $88 302 Adopted FY 2002 $5 000 $9 000 $1 000 $1 610 $500 $1 000 $500 $4 500 $32000 $9 000 $3 500 $35 000 $15 000 $7 000 $75 000 $100 000 $110 750 $8 875 $90 000 $12 000 $30 000 $5 000 $15 000 $1 000 $75 000 $2 500 $42 000 $200 000 Proposed FY 2003 $0 $0 $0 $0 $0 $0 SO $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $a Adopted 2003 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 FY $638 025 $891 735 $0 $0 i Implementation of GASB Statement #34 mandates inclusion of items previously categorized as non departmental it various depaiIntents related to each line item 104 00000 0©©b0©d0© 0®000 Q©eeeee®®0 0.40e oewewycs --, f, rte, C- C r C r^‘ r`^ r C' C C C� r � DEBT SERVICE FISCAL YEAR 2003 BUDGET BONDS REVENUE BONDS which can be issued only by the authorization 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 Florida does not impose a limit on the amount of debt a municipality may incur The legal authority for borrowing monies is provided to the Village by Sections 166 021 and 166 111 Florida Statutes The Village has no outstanding general obligation debt DEBT RESTRICTIONS The Charter requires five (5) affirmative votes for any borrowing (Section 4 10) and the adopted annual budget must be balanced (Section 4 05) Section 4 10 of the Charter requires the debt be limited by Ordinance Also State law prohibits a mill rate in excess of 10 mills Section 4 03 (9) requires that each elector receive a notice by mail of the action by Council to initiate a capital project in excess of $500 000 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 5 023) Ordinance 97 1 January 16 1997 limits outstanding debt Based on the 2003 budget and in accordance with Section 4 10 of the Village Charter the limn is 1% of assessed valuation ($3 259 billion) or an amount that exceeds 15% of the annual general fund expenditures ($ 16 401 073) 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 fhe Village Green Resolution 93 57 105 U.S. DEBT SERVICE FISCAL YEAR 2003 BUDGET adopted December 14 1993 authorized the issuance of the bonds (Bank Loan) in the amount of $ 9 2 million for a ten (10) year period ending December 15 2003 The bonds were purchased by Northern Trust Bank of Florida N A This bond is payable from and secured by a pledge and assignment of proceeds of the public service tax (utility taxes) authorized by Part Ili Chapter 166 Florida Statutes and received by the Village pursuant to Section 8 04 of the Village Charter and Ordinance 97 12 adopted April 29 1997 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 2003 are $ 1 131 285 The remaining debt as of December 15 2001 will be $ 1 110 000 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 Both series bank loans shall be payable exclusively from legally available non ad valorem revenues of the Village Capital Improvement Revenue Bonds Series 1999 A $ 10 million 20 year borrowing Ordinance (99 6) was approved at the June 22 1999 Council Mooting Resolution 99 71 adopted on July 23 1999 authorized the twenty year bank loan from Bank of America 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 2003 are $ 463 130 Principal payments for Fiscal Year 2003 are $355 000 106 QQQQ4a4Q44©000000000C 0 6+ 6 C C DEBT SERVICE FISCAL YEAR 2003 BUDGET Series 2000 Ordinance 2000 8 approved July 11 2000 authorized 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 Wachovia 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 2003 is $524 000 0 r C Series 2002 Ordinance 2002 11 approved October 22 2002 authonzed the issuance of not exceeding $9 987 551 20 year borrowing This being the third in a series of borrowing necessary to complete construction of the Village Civic Center project The loan bears an interest rate at 3 59% for ten years (to 11/1/2012) the initial interest rate period The second interest rate period commences 11/1/2012 until maturity The first principal payment is due August 1 2004 SANITARY SEWER FUND Ordinance 99 9 adopted November 9 1999 authonzed the filing of a second amendment to the Sanitary Sewer Loan application (which was approved and executed by the State ($ 7 712 919) on November 15 1999) and increased the loan from its original level of $ 723 762 covering pre construction costs to a level of $7 941 990 The project has subsequently been placed on hold based upon the limitations on borrowing In accordance with Ordinance 97 1 the project is expected to be completed prior to the beginning of Fiscal Year 2008 Accordingly all unused funds drawn on the loan will be repaid (a prepayment) and the Village has cancelled requests for further draws At the close of Fiscal Year 2002 the balance of this loan was $770 445 A prepayment of $332 000 is anticipated in Fiscal Year 2003 107 co ® ® ds .N I _ : S re. __ a ,. _ . k • AIkJUND as -a u Y. Sanitaly Sewer; WI-Total Costl ANNUAL DEBT PAYMENT Annual Budget (Projected 57 Annual Increas e) DIFFERENCE Year 1993_ S enet 1ent;s 9 Sgnes 2000 Sfgte Loan- Inte rest 4 30 4715% 5 24% - 2002 $J 131 52J Oft $471,500 00 $831 F22 00 $0,00 $2 434 143 00 $13 922 540 $345 762 00 2003 $1 131 ,213,QO X318 130 83 $524 000 00 $254,937 00 $2 728 353 88 $14 618 667 $535 553 83 2004 $1 129 0$9 00 $820,921 13 $524 000 00 $254 237.00 $2 728 947 13 $15 349 600 $426 507 08 2005 $0 QO $817 886 25 $894 044 00 $254,937 00 $1 966 867 25 $16 1 17 080 $450 694 81 2006 $0 OQ 019 026 25 $893 608 00 $254,937 00 $1 967 571 25 $16 922 934 $570 868 91 2007 $94.00 $8 ,19,422,3„4. $892 124 00 $253 937 00 $1 966 284 25 $17 769 081 $699 077 92 2008 $Q QO ',823 359 38 $889 592 00 $254 937 00 $1 -967 888 38 $18 657 535 $830 741 89 2009 $0 00 $821 434 63 $$90 881 00 $254 937 00 $1, 967 252 63 $19 590 412 $971 309 16 2010 $Q 00 $823 449 00 $890 860 00 $254 937 00 $1 969 246 00 $20 569 933 $1 116 243 88 2011 $0 00 $824 284 63 $889 529 00 $254 937 00 $1 968 750 63 $21 598 429 $1 271 013 74 2012 $QQQ $$23,941 50 $886 888 00 $254 937 00 $1 96$ 766 50 $22 678 351 $1 435 986 09 2013 $O. Qa $827 301 75 $887 806 00 $254 937 00 $J 970 044 75 $23 812 268 $1 601 795 47 2014 $0 00 $829 247 50 $887 152 00 $254 937 00 $1 971 336 50 $25 002 882 $1 779 095 73 2015 SO 00 $829 778 75 $884 926 00 $254 937 00 $1 969 641 75 $26 253 026 $1 968 312 09 2016 Woo $828 895 50 $885 997 00 $2254937 00 $1 969 829 50 $27 565 677 $2 165 022 03 2017 $0 00 $831 479 88 $885 234 00 $54 437 QQ $1,971 650 88 $28 943 961 $2 369 943 23 2018 $090 $832 414 00 $882 637 00 $2541937 00 $1 969 988 00 $30 391 159 $2 588 685 82 2019 $0 00 $831 697 88 $883 075 00 $254 937 00 $1 969 709 88 $31 910 717 $2 816 897 63 2020 $0 00 $834 213 63 $881 417 00 $254,937 00 $1 970,567 63 $33 506 253 $3 055 370 25 2021 $0 00 $0 00 $0 00 $254 937 00 $254 937 00 $35 181 565 $5 022 297 78 2022 $0 00 $0 00 $0 00 $254 960 13 $254 960 13 $36 940 643 $5 286 136 38 2023 $0 00 $2,00 $0 00 $0 00 $0 00 $0 $0 00 budget S anit ary Sewer is retir ed debt declines retired This chart Ilustrates the a nnual debt pa yment for the General Fund and compares it to the pr oj ected annual limit of 157 This fund debt Is comprised of the Villa ge G ree n the two Civic Center Series and 507 of the Project The annual payme nt peaks in 2004 at a total of $2 728 947 13 the same year the Village Green debt In ye ars 2002 2004 the limit Is excee ded As a result of the final payment of the Village Gr een the Vill age $762 079 in 2005 to $1 9 million and continue s to decrease over the next 17 ye ars until 2022 wh en all d ebt is onnnmemeeeeee®®eeeo @®o® e®© QQQQ®QQ©Q ©QO©O©©Q 0 0 '111 1 "Thij 7 FIFTEEN PER CENT OF T OTAL ANNUAL GENERAL FUND Vill age Gr een Civic Center Sanitary Sewers (1/2 T ot al Cost) ANNUAL DEBT PAYMENT Annual B udg et (Proj ect ed 57 Annual I ncre ase) DIFFERENCE Year 1993 Series Series 1999 S eri es 2000 Stat e Lo an Inte rest 4 36% 4 715% 5 24% 2 567 2002 $1 131 521 00 $471 500 00 $831 122 00 $0 00 $2 434 143 00 $13 922 540 $345 762 00 2003 $1 131 286 00 $818 130 88 $524 000 00 $254 937 00 $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 00 $817 886 25 $894 044 00 $254 937 00 $1 966 867 25 $16 117 080 $450 694 81 2006 $0 00 $819 026 25 $893 608 00 $254 937 00 $1 967 571 25 $16 922 934 $570 868 91 2007 $0 00 $819 223 25 $892 124 00 $254 937 00 $1 966 284 25 $17 769 081 $699 077 92 2008 $0 00 $823 359 38 $889 592 00 $254 937 00 $1 967 888 38 $18 657 535 $830 741 89 2009 $0 00 $821 434 63 $890 881 00 $254 937 00 $1 967 252 63 $19 590 412 $971 309 16 2010 $0 00 $823 449 00 $890 860 00 $254 937 00 $1 969 246 00 $20 569 933 $1 116 243 88 2011 $0 00 $824 284 63 $889 529 00 $254 937 00 $1 968 750 63 $21 598 429 $1 271 013 74 2012 $0 00 $823 941 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 $254 937 00 $1 970 044 75 $23 812 268 $1 601 795 47 2014 $0 00 $829 247 50 $887 152 00 $254 937 00 $1 971 336 50 $25 002 882 $1 779 095 73 2015 $0 00 $829 778 75 $884 926 00 $254 937 00 $1 969 641 75 $26 253 026 $1 968 312 09 2016 $0 00 $828 895 50 $885 997 00 $254 937 00 $1 969 829 50 $27 565 677 $2 165 022 03 2017 $0 00 $831 479 88 $885 234 00 $254 937 00 $1 971 650 88 $28 943 961 $2 369 943 23 2018 $0 00 $832 414 00 $882 637 00 $254 937 00 $1 969 988 00 $30 391 159 $2 588 685 82 2019 $0 00 $831 697 88 $883 075 00 $254 937 00 $1 969 709 88 $31 910 717 $2 816 897 63 2020 $0 00 $834 213 63 $881 417 00 $254 937 00 $1 970 567 63 $33 506 253 $3 055 370 25 2021 $0 00 $0 00 $0 00 $254 937 00 $254 937 00 $35 181 565 $5 022 297 78 2022 $0 00 $0 00 $0 00 $254 960 13 $254 960 13 $36 940 643 $5 286 136 38 2023 $0 00 $0 00 $0 00 $0 00 $0 00 $0 $0 00 This c hart Ilustrates the a nnua l debt payment for the Ge ne ra l Fund and comp ar es it to the pr ojected annu al budget limit of 159 This fund de bt is comprised of the Villa ge G ree n the two Civic Center Seri es and 507 of the Sanitary Sewer Project The a nnual pa yme nt peaks in 2004 at a total of $2 728 947 13 the same ye ar the Vill age Green debt is retir ed In yea rs 2002 2004 the limit is exceeded As a result of the final payme nt of the Village Gre en th e Vill ag e debt declines $762 079 in 2005 to $1 9 millio n and c ontinue s to de crease o ve r the nex t 17 ye ars until 2022 when all debt is r etired ©000000©00 0000®oOoee eeeeS& Oe e lSeO999 Y®U Building, Zoning, Planning Department 2003 Budget tom 0 OOGOOL 8)00000 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 110 VILLAGE OF KEY BISCAYNE BUILDING, ZONING AND PLANNING DEPARTMENT OR GANIZATIONAL CHART Dire ctor Jud Kurlanchook, A.I. C.P. 365-5512 Building Official Eugenio S antiag o, P.P. 365-8902 Chief Permit Clerk Asela M ari ell-Molina 365-5501 J P ermit Clerk Myr a Sl one 365-8938 P ermit Clerk Carmen Boniche 365-8916 Permit Cl erk / Receptionist Oria Perez Chief Building Inspector Joseph Ga rce ll 365-8941 RuiIdIna Inspecto r George Peon 365-5501 Chie f Electric al Inspector Leonard Gutkin 365-1943 Chie f Plumbing Inspector John Lindgren 365-8942 Chi& Mechanical Insp. Cliff Lindgren 365-8944 Plan Revi ewer Review William Fehr 365-5502 C ede Enf orcem ent Officer esior Oliveir a 365-8917 s J =GGG® GGOO©OOQOOOOOO OOO..>OOO BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2003 BUDGET F FrFm C 00000000 C C 0 C FUNCTIONAL ORGANIZATIONAL CHART 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 Council resolutions 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 t 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 112 BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2003 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 to the Council and Manager The Department also provides Geographic Information Services to other Departments and governmental agencies The Building Division s pnmary responsibility is the administration of the South Florida Building Code Staff provides for the orderly processing of permits performs inspections in a timely and safe manner and insures that construction complies with the provisions of all applicable codes Staff also verifies that contractors have the proper credentials and licenses to perform work in the Village The Zoning Division is responsible for reviewing plans for compliance with the Zoning and Land Development Regulations and providing information to residents and architects on the development potential of property This Division also enforces the zoning and property maintenance standards Staff reviews occupational licenses and the permitting of residential commercial offices apartments and condominiums and the auxiliary structures and uses Staff administers change of zoning requests vanance 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 Flonda Statutes including the processing monitoring and evaluation of amendments to the Plan Concurrency Regulations Developments of Regional Impact 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 Staff prepares planning studies as directed by the Village Manager ACCOMPLISHMENTS FOR FISCAL YEAR 2002 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 includes the preparation of resolutions dealing with the Civic Center Master Plan Staff was responsible for the administration of the Guaranteed Maximum Price (GMP) for the infrastructure work (above and below grade) and the Community Center Staff assisted the Building Review Committee and the Recreation Committee in their deliberations relating to alternate floor plans site plans and cost estimates The Administration/Police Building and the Fire Station received building permits and 113 ©0000000000000000 0 ED a) ED QQ QQQQ r BUILDING, ZONING, AND PLANNING DEPARTMENT 0 c 0 n FISCAL YEAR 2003 BUDGET construction commenced on April 30 2001 Staff also provided inspections and plan review functions associated with the construction of these buildings These two buildings will be completed in the fall of 2002 2 New Zoning Regulations Staff prepared and Council adopted new single family and duplex zoning regulations The regulations better integrate new homes into neighborhoods that are pnmanly developed with smaller homes The regulations reduced the overall height of buildings increased open space (setbacks) and required vaned designs Staff developed an innovative approach that uses design bonuses after an extensive public participation program that involved a citizens committee workshops and public hearings 3 Completion of the Ocean Club and Grand Bay Developments of Regional Impact (DRI) Projects The construction of the last two high rise apartment towers at the Ocean Club was completed The last two mid rise buildings are under construction and will be completed in the fall 2003 The Grand Bay DRI including The Ritz Carlton Resort Hotel Grand Bay Residences Tower 2 and all of the single-family homes was also completed in FY 2002 4 Soccer/Baseball Fields The Department assisted the Council in developing soccer/baseball playing fields at 200 Crandon Boulevard This work involved negotiating the lease preparation of plans and development of the site 5 Design of Landscaped Areas Staff prepared landscape plans and assisted in the planting of 8 landscaped areas and small scale pedestrian plazas throughout the Village This work also involved close coordination with adjacent homeowners neighborhood groups and/or condominium associations 6 Village Green Fountain Through a private donation of funds the Staff assisted in the planning design bidding and construction of a fountain in The Village Green This work involved close coordination with the donor 7 Mashta Island Entrance Fountain The Staff assisted in the planning design bidding and construction of a fountain at the entrance to Mashta Island This fountain was jointly funded by the Village and the Mashta Homeowners Association This work also involved close coordination with the homeowners association 8 Storage and Scanning of Plans With the exception of active permits all of the budding plans have been placed in a warehouse off the island in a hurricane resistant building These stored plans were bar coded and inventoried for retrieval purposes All projects that receive Certificates of Occupancy and Certificates of Completion are now scanned on CD ROMs Nearly 50% of all plans that received a building permit since the Village was incorporated have been scanned 114 BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2003 BUDGET 9 Political Sign Ordinance New regulations were prepared and adopted by the Village Council The regulations significantly reduced the size of political signs 10 Clean Construction Sites Staff implemented a Construction Clean Site Program that involves tours of construction sites and placement of red vinyl coated fencing around sites for safety purposes Staff requires the placement of six (6) ft chain link fences and screening on sites that require a higher level of construction mitigation 12 Revenue and Expense Methodology On September 24 2002 the Village Council adopted a new building permit fee schedule The new fees were based on the cost of issuing permits and increases in the cost of living since the previous fee ordinance was adopted nearly three years ago Resolution 2002-45 which memorialized the adoption of the new fees established the policy that the cost of operating the Building Division should be based on revenues and staffing required in order to provide a high level of service to our customers and citizens with minimal funding from the General Fund As the Planning and Zoning Divisions provides services to all citizens it should be substantially funded by the General Fund with minimal revenue from fees 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 4 377 Number of Permits Per Capita 17 Key Biscayne 10 507 15 260 1 45 2 408 23 Miami Spnngs 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 115 0000000000 C C a BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2003 BUDGET Ocean Club and Grand Bay projects The Grand Bay project was completed in FY2001 The remaining four buildings at the Ocean Club received building permits FY2001 and are under construction As such the number of inspections remained stable in FY2002 when two of these will be completed The other two buildings will be completed in FY 2003 r C C C C The number of occupational licenses and Certificates of Use also peaked in FY 2002 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 contributed to additional office space Code Enforcement activity increased by 32% as the Department assigned a full time staff member to this effort This was necessary in order to maintain the high quality of life on the island and in response to the Village Council s direction to focus attention in this area ACTIVITY FY 1998 Actual FY 1999 Actual FY 2000 Actual FY 2001 Actual FY 2002 Actual fY 2003 Projected . Master Permits 1 854 1 200 1 005 753 496 462 Trade Permits 1 603 1 651 1 403 1 050 1 786 1 000 Inspections 7 176 13 528 15 260 15 000 15 110 13 000 Certificates of Use 85 116 63 75 55 70 Occupational Licenses 409 576 565 625 824 850 Code Enforcement Activity (Building and Zoning) 455 802 864 800 1 238 1 500 2003 DEPARTMENTAL OBJECTIVES AND MANAGEMENT OVERVIEW The Departments objectives are characterized on the basis of Customer Service Revenue Generation Large Construction Management and Planning Customer Service The Departments mission statement establishes customer service as our highest priority In support of this objective in FY 2003 our citizens will be able to view building permit data inquire as to the status of permit applications and inspections and submit minor permit applications and print permits from their homes or offices This new technology utilizes the Internet through the building permit system that was installed last fiscal year 116 BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2003 BUDGET We will also continue in our long-term objective to place all building plans on CD ROM In FY 2003 we project that 75% of all plans will be placed on CD-ROM We will also continue to bar code and warehouse plans for work that has been completed The latter provides for same or next day retneval The CD-ROM allows citizens to view and pnnt 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 On September 24 2002 the Council adopting Resolution 2002 45 which adjusted the building permit fee schedule based on the cost of operating the Building Division This Resolution acknowledged that the cost of funding Building Division should be primarily from permit fees as this Division provides services that are almost exclusively associated with those persons involved with construction A small portion of funding the Building Division should be from the General Fund in recognition that services are provided to adjacent property owners who are impacted by the aforementioned construction The Resolution also found that the cost of operating Planning and Zoning Divisions should be substantially from the General Fund with only d small portion from fees This was determined as the Planning and Zoning Divisions provide services to the entire Village The largest contnbutors 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 FY 2001 and each of these buildings were under construction in FY 2002 The two high nses were completed last fiscal year In FY 2002 trade permits were issued for the two mid nse buildings FY 2002 had a significant increase in inspections for these buildings The two mid nse buildings are projected to be completed in the Spnng of FY 2003 Fees collected for these buildings were received in FY 2002 Nevertheless the expenses associated for plan review permitting and inspections occur in FY 2003 although the revenue was received in FY 2002 The construction of the Civic Center commenced on Apnl 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 These two buildings will be completed in the fall of FY 2002 The Recreation Center is expected to begin construction this fiscal year It is anticipated that this building will be completed in FY 2004 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 "I O C C m ci C C ID 000000000 w BUILDING, ZONING, AND PLANNING DEPARTMENT art' esN C C C C C C C C C l� C C C C C I C r IC f"\ OfO0030032OOOGO ) ) FISCAL YEAR 2003 BUDGET 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 America Our revenue estimate for single family and duplex construction is based on the same construction activity that occurred in FY 2001 and FY 2002 There is only one vacant site remaining in the Village that can accommodate a new commercial development This is the Scharenberg property at 200 Crandon Boulevard The project received site approval in FY 2001 bur construction was delayed due to a lawsuit Our revenue estimate for FY 2003 does not include construction and permit fees for this project In recognition of the expected level of building permit activity FY 2003 shows a reduction in staffing (4 part time inspectors and 1 full time clerical position) for the Department This represents the first reduction since the Department was created shortly after incorporation in 1992 Staff will closely monitor revenues expenditures building permit activity and the number of inspections for purposes of determining the appropnate staffing levels and to maintain the highest level of service to our citizens In FY2003 it is estimated the Department will receive $982 885 in fees These funds will be supplemented from an account entitled Designated for Inspector Fee This account was established several years ago and reserved for the Department when construction work was permitted in a year and inspections occurred in the following year In this instance fees were collected for the two Ocean Club buildings and other much smaller projects in FY 2002 even though costs associated with these permits and inspectors will continue into FY 2003 This situation was anticipated In order to provide sufficient funding for the Department $275 000 was set aside in the Designated for Inspector Fee account (funds collected by the Department in previous years and reserved for this year) The Department has other funding sources Funding from these sources is estimated at Occupational Licenses- $85 000 Zoning Heanng Fees- $2 500 Certificates of Occupancy $10 100 and Code Violation Fines $10 100 Staff projects the Department will receive $982 885 in fees combined with a $275 000 contnbution from the Designated for Inspector Fee Account for total revenue of $1 255 385 Total expenditures are projected at $1 250 330 As such the Department will not require funding from the General Fund Large Construction Management There are two large projects that require monitonng by the Village The first is the Ocean Club which is a Development of Regional Impact (DRI) Staff must continue to monitor this project for compliance with the Development Order Two buildings are under construction during FY 2003 The second large project is the Village Civic Center This project includes the Fire Station Administration/Police Building Recreation Center and related infrastructure The first two buildings will be completed in the fall of FY 2002 If construction of the Recreation Center starts this fiscal year it will be completed in FY 2004 The Department is responsible for the day to day 118 BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2003 BUDGET coordination of the Civic Center building permits and inspections Planning During the last fiscal year the Department was successful in obtaining approval from the Miami -Dade County Commission to fund a Streetscape Plan for Crandon Boulevard The County and the Village will have set aside funding the planning study however the Village will administer the contract The preparation of the Plan will include several opportunities for public input from our citizens including hearings before 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 pedestrian safety and wider sidewalks etc This work was started in the summer of FY 2003 and will be completed in FY 2004 OBJECTIVES A Customer Service 1 Provide Internet access to the Building Permrf System Homeowners contractors architects and engineers 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 a b c d e f g Walk through permits Roofing fence and driveway permits Trade permits Inspection requests Apt/Condo remodeling New construction additions intenor remodeling of single family homes Large projects not included above same day service 1 day i day next day service 1 -5 days 14 days new construction 10 days for others 20 - 30 days depending on complexity 3 Scanning of Plans on CD ROMS Scan all plans that receive a Certificate of Occupancy or Certificate of Completion 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 scanned 75% of all plans that were permitted since 1992 Presently 50% of the plans have been scanned 4 Bar Coding of Plans Upon the issuance of a C 0 inventory and bar code all plans 119 C C ci o e Cr o o a Q C o C Q C C C 00000000000000 • r, BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2003 BUDGET B Revenue Generation 1 Occupational License Ordinance The Village adopted an Occupational License and Fee Ordinance in 1992 Pursuant to State Statutes in 2002 the Village Council increased fees by the maximum 5% This was the first time fees were increased Staff will initiate a program to insure all businesses have the proper licenses 2 Building Permits Staff will closely monitor revenue expenditures number of permits and inspections to insure that staff is available to maintain the high level of service to our citizens C Large Construction Management 1 DRI Project Monitonng 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 Managers Office in the implementation of the Village Civic Center Master Plan The Fire Station and Administration/Police Building were completed in 2002 Infrastructure for the Civic Center project will continue into the first quarter of FY 2003 The Recreation Center is expected to begin construction this fiscal year D Planning 1 Crandon Boulevard Streetscape Plan Prepare a Streetscape Plan for Crandon Boulevard from the entrance of the Village to the State Park The plan will include but will not be limited to traffic improvements signalization crosswalks landscaping sidewalks pedestrian amenities bicycle path and lighting 2 Fernwood Road Design Guidelines Prepare design guidelines for the PS Parkside Zoning District along Fernwood Road This area functions as a transitional zone between the more heavily developed sites on Crandon Blvd and the single-family homes TO the west Design guidelines will maintain the style of architecture that was anticipated when this area was rezoned C, 120 BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2003 BUDGET 3 Architectural Property Database Prepare a photographic inventory and architectural building database for all buildings in the Village This information will establish a historical reference point and an architectural database of the types of construction and architecture in the Village Activity Revenue COMPARISON OF DEPARTMENT REVENUE SOURCES AND BUDGET COMPARISON FY 1111 FY 1 ft? FY 2000 FY 2001 FY 2002 FY 2003 Actual Actual Actual Actual Actual Estimated $1 003 768 $690 527 $1,316 641 $1 296 267 $1 296 267 $982 885 275 000 Budget Revenue/Budget $944 133 1 06 $1 058 830 65 $1,227 696 1 07 $1242946 1 Q4 $1244946 104 $1 250330 1 01 *Funding from the Designated for Inspector Fee account (funds collected by the Department in previous years and reserved for this year) The revenue projection includes building permit fees ($100000) associated with the construction of the Recreation Center BUILDING DIVISION PROJECTED EXPENDITURE/REVENUE TOTAL Projected Expenditures 939 526 Building Division Projected Revenue (Building Permit Fees Certificate of Occupancy Fees Building Code Fines Inspection Overtime Fees) 871 385 Net Percentage that Revenue is Less than expenditures (68 141) (6 9%) PLANNING AND ZONING DIVISIONS PROJECTED EXPENDITURE/REVENUE TOTAL Projected Expenditures 316 897 Planning and Zoning Division Projected Revenue (Occupational License Fees Zoning Plan Reviews Zoning Code Fees) 111 500 Net Percentage that Revenue is less than Expenditures (205 397) (64 8%) 1L1 C C 0000000000000000000000000000000 l r C C r Ostia C 4.J i C I C IC C N BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2003 BUDGET ANNUAL COMPARISON OF STAFFING Position 1999 2000 2001 2002 2003 Director 1 0 1 0 1 0 1 0 1 0 Building Official 1 0 1 0 1 0 1 0 1 0 Building Assistant 1 0 1 0 0 0(d) 0 0 0 0 Receptionist 0 0 1 0(a) 1 0 1 0 1 0 Permit Clerk 1 0 1 0 2 0(d) 2 0 2 0 Chief Permit Clerk 0 00 0 00 1 0(d) 1 0 1 0 Assistant Permit Clerk 1 0 1 0 0 0(d) 0 0 0 0 Administrative Assistant 1 0 0 0 0 0 0 0 0 0 Plan (Zoning) Reviewer 00 1 0(b) 1 0 1 0 1 0 Code Enforcement Officer 1 0 1 0 0 0(e) 0 0 0 0 Sr Code Enforcement 00 00 1 0(e) 10 10 Planner 1 0 0 0(b) 0 0 0 0 0 0 Community Assistant 1 0 1 0 1 0 1 0 0 0(f) Chief Building Inspector 1 0 1 0(c) 1 0 1 0 1 0 Chief Electrical Inspector 1 0 1 0(c) 1 0 1 0 1 0 Chief Plumbing Inspector 1 0 1 0(c) 1 0 1 0 1 0 Chief Mechanical Inspector 1 0 1 0(c) 1 0 1 0 1 0 Building Inspector 1 0 1 0(c) 1 0 1 0 1 0 Inspectors Part Time 4 0 4 0 4 0 4 0 0 0(f) Total Full Time Total Part Time Total 13 0 4 0 17 0 14 0 4 0 18 0 14 0 4 0 18 0 14 0 4 0 18 0 13 0 0 0(f) 13 0(f) Notes (a) Transfer from Village Manager's Budget (b) Pos lion combined the functions of Administrative Assistant and a contract planner employee (c) The status of these employees changed from contract' to 'regular' (d) Assistant Permit Clerk and Building Assistant positions ze--lassied to the Permit Clerk Present Permit Clerk employee reclassified to Chief Permit Clerk These changes provide flembtlfly in work assignments responsibilities and promotional opportunities (e) Code Enforcement Officer position re-classified to Senior Code Enforcement Officer (f) The two par -time nspectors (electrical — Jim Whitaker I plumbing — Roberto Ram rezj will be funded until md-November They will prov de back up services to cover full time inspectors wart dunng extended sack or vacation f me 122 BUILDING, ZONING, AND PLANNING DEPARTMENT FUNDING LEVEL SUMMARY Personnel Expenses Operational Expenses Capital Outlay Total Department FISCAL YEAR 2003 BUDGET FY 1999 FY 2000 FY 2002 FY 2002 FY 2003 % Change from 02-03 $871 922 $923 302 $1 100 845 $1 192 393 $1 081,373 $230 140 $0 $309 360 $0 $186 105 $0 $175974 $0 $168 957 $0 -93% -3 9% 000% 84% $1 102062 $1 232 662 $1286 950 $1 368 367 $1 250 330 BUDGET SUMMARY The total decrease in the FY 2003 budget will be $118 037 or 8 6% The decrease is due to a reduction in personnel {4 part time and 1 full time) including salaries and benefits The reduction was offset by annual merit increases cost of living adjustment and employee health insurance benefits 123 C a a a a 0000©000000000000©000000©©000000©©c ill BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2003 BUDGET crm F- r r cm Building Planning & Zoning Category Director Building Official Permit Clerk Receptionist/Permit Clerk Chief Permit Clerk Permit Clerk Plan Reviewer Sr Code Enforcement Officer Community Assistant Chief Building Inspector Chief Electrical Inspector Chief Plumbing Inspector Chief Mechanical Inspector Building Inspector Inspectors (Part time) Overtime Salaries Payroll Taxes Retirement Con nbutions Life Health Disability Insurance Workers Comp Insurance Unemployment Insurance Master Plan Professional Services Contractual Services Special Masters Communications Insurance Maintenance & Repairs Printing & Postage Electricity Water & Sewer Electronic Scanning Supplies Membership & Dues Education & Training Mileage Miscellaneous Equipment Total Building Zoning & Planning Actual Adopted Proposed Adopted FY 2001 FY 2002 FY 2003 FY 2003 $93975 $105553 $113047 $112271 $87 950 $94 097 $100 778 $100 087 $13 217 $26 626 $28 740 $28 543 $24 999 $21 019 $22 511 $22 357 $30 000 $35 740 $38 277 $38 014 $28 386 $28 742 $30 631 $30 421 $55 215 $59 051 $63 244 $62 810 $33 073 $36 422 $38 966 $38 966 $8 412 $10 260 $0 $0 $63 503 $71 339 $72 765 $72 266 $65 914 $67 942 $76 404 $75 879 $63 503 $67 942 $72 765 $72 266 $63 503 $67 942 $72 765 $72 266 $53 010 $56 571 $61 374 $60 953 $120 561 $162 578 $2 500 $2 500 $28 393 $0 $5 000 $5 000 $61 812 $67 657 $57 895 $57 590 $74 923 $88 075 $95 072 $94 452 $58 807 $76 708 $75 991 $75 991 $29 890 $46 944 $58 577 $58 577 $326 $1 185 $164 $164 $0 $1 000 $1 000 $1 000 $58 667 $45 000 $25 000 $25 000 $27 802 $35 000 $25 000 $25 000 $0 $7 000 $7 000 $7 000 $3 917 $3 150 $3 150 $3 150 $10330 $2324 $18135 $18135 $1956 $6500 $14000 $14000 $13 978 $15 000 $7 500 $7 500 $0 $0 $7 544 $7 544 $0 $0 $4 628 $4 628 $37 227 $25 000 $20 000 $20 000 $10075 $10000 $10000 $10000 $2 762 $5 000 $5 000 $5 000 $8 681 $6 000 $6 000 $6 000 $612 $3 000 $3 000 $3 000 $152 $2 000 $2 000 $2 000 $2 308 $10 000 $10 000 $10 000 51,237 837 $1 368 367 $1 256 423 $1 250 330 124 V®000000000©0 0000©000 0000 000©0©0©©©0©000 000 Pplice Department Fiscal Year 2003 Budget C C es- - C Q C C New Pollee Department Mission Statement TO WORK IN PARTNERSHIP WITH THE COMMUNITY WE SERVE TO SOLVE PROBLEMS AND RESOLVE CONFLICTS THIS WILL BE ACCOMPLISHED BY PROVIDING COURTEOUS COMPETENT AND EFFECTIVE DELIVERY OF LAW ENFORCEMENT SERVICES IN A AIR AND IMPARTIAL MANNER 125 00 000 2 00000 fln 0fl 920 `) ) ) ) KEY BISCAYNE POLICE D EPARTMENT ORGANIZATIONAL CHART FY 2003 Olen Torr es D ay Shift Lieu tena nt Maro on Rutz -Toledo Officer: PATROL Neil R obin Afternoon Shin Lieute na nt N ick Is lnalt.ff S ergea nt Jose Semler Shift inv es tig ator Ma nn y Alvarez -Jacinto • fficor Cheryl OlUfren. effice r a Michael. . Fla herty Chief of Pollee Lis a Conlo n Sergeant Frank Hernan dez S hift Investigator. S ha wn Flaherty 'Officer `( Ca rlos Gnti. rroz *Moor Clyde PIIce5JCr Office r Alex S omozn. feign er C arlos Rodrigu ez Sergeant.... Ed on Nu snll bte eti ve La rry Mu noz Federal T as k For ce TRA ` Crime Pr eve ntio n Michael J Flaherty Chief of Police Cathy McElhaney Deputy Chief Madelln L6pez Records Manager Vanessa Balladares Adm Aide Patrol Officers & PSAs (305) 365 8913 (305) 365 8905 (305) 365 8913 (305) 365 8905 (305) 365 5555 SU PPO RT SERVICES fired Capon. Lieutenant Jor ge Menu r. A.R .E J&.R.•. Mi g 1 na g Co I gG and Ka n Ju di e Co igG nrel) CM a I in e 111 o leg 0 a lelS I I a 1 gG JAI Si CJan I- ali C o In g G ardd _I (�yWflzJotlP v, p5Al j i spvgpv4174m C fo e A tale _ ` RIO dr A o1FMo 6 ry i J oru o Al varo ROW Olepato her S worn Personnel Civilian Personnel Part Time Personnel FUNCTIONAL ORGANIZATIONAL CHART Police Department 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 • 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 safety infractions and laws • First responders suppresses criminal conduct maintains the peace enforces noise ordinance and other local laws set by Council • Preliminary investigation and reporting of crimes and incidents gathers evidence recovers lost & stolen property • Police dispatchers answer citizen inquiries and dispatch officers to calls for service monitor & coordinate radio traffic with the Miami Dade County Police Department and Village officers • 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 • Assist Public Works and other Departments by reporting missing or damaged street signs traffic lights malfunctioning poor road conditions etc • Assist with traffic and crowd control • Conduct Business Security Checks Residential watch orders for residents who are on vacation etc • 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 • Oversees and manages all patrol operations and investigations Su • • ort Services • Conduct Internal Affairs Investigations • Conduct Staff Inspections • Accreditation and re accreditation • Conduct roll call and in service training procedures O • Coordinates State and Federal asset forfeitures • Coordinates Criminal Justice radio and computer Systems • Detectives investigate crimes assist residents in reporting insurance losses coordinate cnminal investigations with surrounding police agencies at the local state and federal levels a a a O O C C C O • Coordinates with Juvenile Services the courts and 0 prosecutor s offices in all cnminal matters under 0 investigation • Coordinates joint investigations on Federal Drug and Money Laundering Task Forces the FBI DEA, Treasury Department Postal Service Honda Department of Lay w Enforcement etc • Collects reports reviews and analyzes criminal and other unusual incidents gathers evidence and assists it O the return of stolen property • Generates reports and studies as required by law the Florida Department of Law Enforcement and other O parties • Maintains vehicles and equipment departmental inventories recovered bicycles and property O 0 • Supervises four Public Service Aides four investigators 0 the relief dispatcher crime prevention and the five part time crossing guards • DARE Officer coordinates school traffic safety safet educational programs works with the principals in five schools and oversees the crossing guards 128 0 F C POLICE DEPARTMENT FISCAL YEAR 2003 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 r minimize criminal activity and maximize our efforts fo provide a safe environment and enhance the quality of life within our community The Key Biscayne Police Department is a full service police agency that began operations in March of 1993 Its structure is divided into two divisions The Patrol Division consisting of fifteen Patrol Officers three Lieutenants three Sergeants and three Dispatchers all of which are divided mto three shifts that work 7 00 a m to 3 00 p m 3 00 p m to 11 00 p m and 11 00 p m to 7 00 a m This Division responds to initial calls for service and initial investigations It is supported by the Support Services Division consisting of one Lieutenant one Sergeant one School Resource Officer/D A R E three Criminal Investigators one Relief Dispatcher four Public Service Aides and five part time Crossing Guards This division conducts internal investigations departmental accreditation coordinates training reviews reports and accounts for property and evidence The Office of the Police Chief administers and coordinates the overall police operation with the Chief of Police reposing directly to the Village Manager regarding all matters of public safety The Chief Deputy Chief Records Manager and one Administrative Aide coordinate recruiting hiring and training and maintain and distnbute 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 They also oversee the patrol and support services divisions PERFORMANCE INDICATORS Violent crime within Key Biscayne has been almost non existent Property crimes such as burglary averaged approximately three per month and we averaged approximately one stolen car per month Considering that Miami and Dade County have very high crime rates we are blessed to live in one of the safest communities in South Florida Performance indicators clearly show the department s service is outstanding based on the following • 2002 Police Citizen Satisfaction Survey - 92% of residents rated services good to excellent • Emergency response time ranges just under 3 minutes • For a community of approximately 10 507 people the cnme rate is minimal ranking the 7th lowest in crime out of the 29 municipalities and the unincorporated areas of Miami Dade County • Services are rated high while over the past 10 years local taxes have been reduced by approximately 25% 129 POLICE DEPARTMENT FISCAL YEAR 2003 BUDGET 2003 DEPARTMENTAL OBJECTIVES & MANAGEMENT OVERVIEW Children are our most valuable assets They represent approximately 26% of our community Young people as a group tend to have more accidents more police contacts take more chances and receive more injuries than other age groups Their protectiortand safety are a major concern and we are always looking for new programs and innovative ways to provide protection Our School Resource Off icer/D A R E Officer with assistance from other officers will conduct the following programs • Two bicycle rodeos hoping to attract at least 100 children • Conduct Drug Abuse Resistance Education training to all fifth grade students in each of the schools a total of approximately 160 students • Conduct Drug Abuse Resistance Education visitation classes to all Pre Kindergarten through 4th grade classes approximately 1 100 students • An after school DARE Club will be started for the Villages 5th graders as a supplement to their DARE training The Club will be open to the first 40 students applying • Give a presentation to approximately 1 495 students concerning how to cross the street safely • Present a program to approximately 725 students concerning bike and razor safety • ❑Know the Lawn informational flyers for bikes roller blading and motorized go pods will be distributed to approximately 1 730 children and/or parents throughout the year and aired for all 10 507 residents on public television • In cooperation with the Village s schools children will be given ndog tagsn 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 1 730 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 • Officers will participate in various events such as Winter Fest 4th of July and others offering crime prevention and safety materials • Officers will continue to hand out glow in the dark necklaces to children who are trick or treating within the Village At the other end of the scale senior citizens living in the Village represent approximately 271/2% of the Island s population What s surprising is that nationally over half of the telemarketing fraud victims are from this age group The department has planned a program to educate the seniors about bank fraud telemarketing fraud and other fraudulent activities Several videotapes will be produced and aired over the Village s cable channel The more we can do to educate all Village residents and improve our communications with them the fewer will fall victim to these crimes a C 0 0 0 0 IIII 0 • Q CD • f8 POLICE DEPARTMENT FISCAL YEAR 2003 BUDGET 2003 DEPARTMENTAL OBJECTIVES & MANAGEMENT OVERVIEW (cont ) The level of citizen service is directly related to the professional training and supervision provided to police personnel The department will continue to provide quality management training for supervisors and command staff such as the Criminal Justice Leadership Program presented by Florida Atlantic University the International Chiefs of Police and the FBI Quality training programs will also be provided to the officers to ensure that they have the most up to date information possible and to prepare officers for advancement 71",, fm. C 0 C C oflfl0000oon0000 The citizens of Key Biscayne have responded to four separate community surveys three conducted by the Police Department and the other independently completed by Florida International University All concluded the Police Department excelled in service delivery rating overall service in the good to excellent level by the latest survey announced in 2002 by over 92% of the residents who responded A special Home/Business Security Work Shop will be hosted by the Department that will be open to all residents of the Village The purpose of the workshop will be to present a number of affordable do it yourself security items that could be installed in a home or business Some of the security items to be featured are security cameras and monitors door and window locks computer operated monitoring equipment etc The department plans to update and improve its web site Improvements will help to make the site more user fnendly and will make communications easier between the residents and the department The department will provide vital information to residents regarding cnme information drugs and preventative measures as well as providing hyper links to other law enforcement web sites Our web site will allow residents the opportunity to learn about the police department s programs on the net at their leisure from their homes In order to maintain the high quality of service that the community expects from the department we will be updating and improving our technological capabilities With the assistance of a consultant the department will evaluate the existing Automated Records Storage and Retrieval system This system is used to help locate reports for citizens analyze crime statistics and determine criminal trends within the Village We will also plan for internal networking between the police department and other departments within the government A grant in the amount of $17 874 has been applied for that will afford the department the opportunity to provide Mobile Data Terminals (MDTs) to the officers in the field MDTs provide information to the officer in the field in a matter of seconds by way of a computer in the car This method of information retrieval is superior to having to use the police radio and waiting in line for a computerresponse Having information on wanted persons stolen vehicles and equipment in a matter of seconds in the field will provide the officer with a greater measure of safety as well as making encounter with the police much quicker and more convenient for residents and other motorists 131 POLICE DEPARTMENT FISCAL YEAR 2003 BUDGET 2003 DEPARTMENTAL OBJECTIVES & MANAGEMENT OVERVIEW (cont ) The police department will host an open house inviting our residents to meet with our officers and support personnel The department will also conduct tours of the building and present an overview of the programs that we offer such as child safety seat inspections bike registration and razor etching I D tags for kids Vehicle Identification Number etching and gun safety classes Opening our offices and programs to the residents will provide improved communications and a better understanding of the department s operations When Patrol Officers conduct business checks they frequently find open doors or unsecured windows Often officers have no way of contacting an individual to return to the store to lock the door or windows Officers then attempt to secure the business any way they can Officers will go door to door and will update an emergency contact information file containing names and addresses of the owners and managers of each business and also the managers of the condominiums in the Village The department will continue to hold annual meetings with the Security and Condo Managers This meeting is an opportunity to share information between the police and other departments of government and the Security and Condo Managers The department will also continue to meet quarterly with the Village s ministers and the school principals to share information of a mutual interest These meetings are an important way to further communications that will benefit the business owners and residents of our Village The department plans to continue running the Citizens Police Academy The purpose of the academy is not to produce civilians trained in law enforcement but to give them the opportunity to learn more about the department the laws that govern and proven cnme prevention techniques The academy will allow citizens to interact with the police officers who keep them safe The Citizens Police Academy will promote better police/atizen understanding communication and cooperation through education and positive interaction The departmental involvement of two detectives being assigned to two federal drug and money laundering task forces has continued to pay handsomely for this community To date these Joint operations have brought in over $732 146 This money is used to purchase equipment and provide services and programs that the budget may not otherwise support thus saving taxpayers money It also allows the department to provide for matching grant funds when necessary Allowing detectives to work alongside federal agents is a valuable learning experience for the detectives who later come back to the department and share the information and skills that they have learned 0000©©©©000000c 0 co o ao 132 POLICE DEPARTMENT FISCAL YEAR 2003 BUDGET n r r OOO2flf ` GOOc) HIGH QUALITY SERVICE COST EFFECTIVE AND EFFICIENT OPERATIONS The 2001 Florida Cnme statistics ranks Key Biscayne among the lowest in crime n comparison with the 29 municipalities located within Miami Dade County and the County s unincorporated areas Key Biscayne offers a safe community with the lowest tax rate in Miami Dade County The police department was ranked in the good to excellent range by 92% of the respondents in a citizen survey released in March of 2002 The department operates in an effective and efficient manner with one of the lowest officer to resident ratios n the county We have 29 officers serving a population of 10 507 whereas similarly sized cities such as Miami Shores with a population of 10 380 operates with a staffing of 34 police officers South Miami with a population of 10 716 has 60 officers to provide police services 2002 — Officers Indian Creek 2 Medley 3 Golden Beach 4 Bal Harbour 5 South Miami 6 Virginia Gardens 7 Bay Harbor Islands 8 9 10 Miami Beach North Bay Village Coral Gables Florida City El Portal 14 Miami Shores 15 Miami Springs 16 Pinecrest 17 North Miami Beach Aventura 19 Sunn Isles Beach 21 Biscayne Park 22 Miami Dade Surfside 24 Hialeah Gardens West Miami Homestead 27 Sweetwater 28 North Miami 30 Hialeah Opa Iocka er 1,000 Po 1 Population T elation 133 i ,892 5,035 8,655 m X50 .927 15 2.300 4.260 31 Kt� 9;611$ a y 2 30.055 :r 330 14.795 10.21 Officers per 1,000 f'$�rt'fati�n 6364 32 3 197 69 56 55 49 43 41 40 38 36 35 33 31 30 30 29 28 27 26 26 25 25 23 22 20 14 14 POLICE DEPARTMENT FISCAL YEAR 2003 BUDGET Cost Effective Operations Total Funding Through 2002 = $ 450,000 Cost Savings to Tax Payers Saving to Taxpayers Totaling $2,033,957.00 134 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 c C POLICE DEPARTMENT f C C ti C C 1993 FISCAL YEAR 2003 BUDGET 10 YEAR POLICE SAVINGS $3 000 000 $2 330 192 $ 669 808 1994 $3 194 655 $2 011 797 $1 182 858 1995 $3 404 883 $2 313 453 $1 091 430 1996 $3 631 929 $2 185 974 $1 445 955 1997 $3 877 139 $2 442 186 $1 434 953 1998 $4 141 966 $2 638 730 $1 503 236 1999 $4 427 979 $2 780 837 $1 647 142 2000 $4 736 873 $2 769 811 $1 967 062 2001 $5 070 478 $3 136 498 $1 933 980 2002 $5 430 772 $3 345 765 $2 085 007 TOTAL $40 916 674 $25 955 243 $14 961 431 10 Year Police Savings over Miami -Dade Police Costs $14,961,431 10 Year Police Savings due to Grants, State and Federal Seizures and Other Savings $2,033,957 Total 10 Year Police Revenues and Savings $ 16,995,338 135 POLICE DEPARTMENT FISCAL YEAR 2003 BUDGET Savings -Early Startup Cross Gpard Surcharge Byrne Gra nt COPS FAST COPS Un ry Hiring L L E Block Grant COPS D omestic Vio COPSMORE Drug Free Sch Sum Gr DOJ Bullet Proof Vests Emer Mgt Preparedne ss LETTF Crossing Gu ard x-40 YEAR -SOME REVENUES 1'1993` `'; 11'1994 .,- F1'l995;. 225 000 00 1,215.27 547 68 3 917130 1,948 48 1 399 61 3 743 43 5 035 00 1,92152 1 32 52 1 Y 1996 FYI 1997 FYI 9 4 989 72 4,866 72 5 867 00 13 455 00 22 383 00 905 00 1,68222 1786 43 5 867 00 144,19 p0 768 2 169-70 11'1999' ." FY2000 ', ; 'Y200I FY20( 5 139 67 18,288 59 20,875 00 22 085 99 5 867 00 5,867 00 82,500 00 105 250 00 4-891413 8 251 00 1,779 99 2,111 33 1 854 15 3,349 60 5,917 00 74 500 00 5 937 36 2 680 46 4 171 65 5 917 00 42 750 00 6,787 94 2,446 12 3 799 89 5 277 1 3 852 ( 18 000 17 874 Parking Fines 6 871 35 13,320 81 6, 168 79 8,362 06 7 000 14 10 76147 12,583 36 11 932 15 11 223 60 Traffic Fines State Seizures Federal Seizures GRAND TO TA L 34251 11 100 580 65 126 600 66 155 970 20 443 729 25 238 705 55 14,255 33 13 696 00 48 537 23 14,452 85 15 150 22 3 950 42 13 919 99 23 369 10 2 236 80 264 659 27 35 104 77 10 000 00 109 309 55 28 449 59 72 773 04 162 828 71 8 800 ( 50 000 1 740 2 543 L 9 080 1 19 212 52 128 53 723 280 427 94 359 061 88 242 230 10 Yea r Police Reve nues total $2,033,957 nnnrses8 Se ee ®eOOG GQ QQQ0000 00 QQOQQ©©00000000 POLICE DEPARTMENT FISCAL YEAR 2003 BUDGET 2001 Crime Statistics for Agencies within Miami -Dade County Crimes per 1000 Residents f eraa "-at 0 0 0 0 r-, 0 0 0 0 0 Rankin Agency .'. ; Population . Total Crimes -Crim s per f04b' . . 'esSents ., 20 7 1 Golden Beach 915 19 2 Virginia Gardens 2 348 53 22 5 3 Sweetwater 14 260 390 27 3 4 Biscayne Park 3 289 91 27 6 5 Bal Harbour 3 317 94 28 3 6 Bay Harbor Islands 5 150 154 29 9 7 Ke}i'S`rY gne ,. ,:.,7O;GD7` .. 8 West Miami 5 927 228 38 4 9 North Bay Village 6 798 280 41 1 10 Pirtecrest 19 064 800 41 9 11 Miami Springs 13 684 680 49 6 12 Surfside 5 035 254 50 4 13 Hialeah 230 059 12 248 53 2 14 Hialeah Gardens 19 655 1 089 55 4 15 Sunny Isles Beach 15 534 865 55 6 16 Coral Gables 42 746 2 838 66 3 17 Miami Dade 1 228 892 83 055 67 5 18 El Portal 2 535 175 69 0 19 Miami Shores 10 430 752 72 1 20 North Miami Beach 40 929 3 019 73 7 21 South Miami 10 716 912 85 1 22 Miami 364 001 35 291 96 9 23 North Miami 59 688 5 927 99 3 24 Aventura 25 903 2 672 103 1 25 Homestead 32 300 3 740 115 7 26 Indian Creek 33 4 121 2 27 Miami Beach 88 158 11 217 127 2 28 Florida City 7 986 1 315 164 6 29 Opa locka 14 795 2 472 167 0 30 Medley 1 115 250 224 2 137 POLICE DEPARTMENT FISCAL YEAR 2003 BUDGET LAW ENFORCEMENT SERVICES - DEMANDS & WORKLOAD ANNUAL COMPARISON PERFORMANCE INDICATORS Part 1-1Vlandato Murder 1998 Oct: 1997 - Sept. 1952 0 1999 z: Oct 1998 - Sept. 1555 2000 Oct. 199999- Sept. 2000 0 0 2001 Oct. 2000 - Sept. 2001 0 2002 Oct. 2001 Sept. 2002 0 Sex Offense 3 2 1 2 1 Robbery 2 2 1 0 Aggravated Assault 18 7 10 4 Burglary / Business Burglary / Residence, Burglary- Structure or Under Construction 7 16 7 5 20 12 2'h 2 43 0 2 19 0 Burglary -Garage or Shed Attempted Burglary Motor Vehicle Theft 1 7 14 3 11 10 5, 7 9 I 2 0 10 1 5 19 Attempted Vehicle Theft Pocket Picking Shopliftirpg Theft/Building Theft/Cotri, Operated Theft(Cofstrawction Site 0 0 2 21 0 7 5 0 6 21 2 12 1 1 4 54 0 17 0 0 4 53 0 16 0 0 10 65 0 13 Theft from Motor Vehicle 96 72 61 78 93 Other Larceny Boat Theft 127 9 125 5 94 4 66 2 64 1 Bic cle Theft Pa nolatiory Kidnapping/Abduction Simple Assault 57 0 15 68 0 36 70 0 47 56 0 41 59 0 55 Drug/Narcotic Offenses 2 1 1 3 11 Bribery 0 0 0 0 0 138 QQQQG00000000000©4 0 C C C C eC Vii POLICE DEPARTMENT FISCAL YEAR 2003 BUDGET LAW ENFORCEMENT SERVICES - DEMANDS & WORKLOAD ANNUAL COMPARISON "" C^ C' L C C C C C C C arc 2 ,. 4'-^ ,^' md., 1993 •.. Oct. 1997-4'r Sept. f l!i , 1999 Oct 1992- " Sept. 1999 2000 'Oct. 199'.r-' "' - Sept. 2000 2001 Oct. 2000-'" t.. Sept. 2001 [ 2002 - Oct. 2001- Sept. 2002 Other calls for service s DUI 6 4 3 4 14 Traffic Citations 1 779 2 737 2 875 2 433 3035 Parking Citations 703 901 789 639 628 Traffic Accidents 173 202 227 282 236 Hit & Run 42 57 46 34 40 Resident Alarms 780 650 664 640 625 Business Alarms 278 276 240 225 254 Bank Alarms 25 36 48 12 49 Open Doors/Windows 208 173 201 288 202 Medical Assists 396 435 448 513 521 Animal Complaints 193 278 208 176 151 Loud Party 49 71 53 91 73 Disturbances 199 194 304 337 269 Vandalism to Property 121 143 227 335 236 Suicide 0 1 0 0 0 Attempted Suicide 4 2 1 2 2 Apparent Natural Deaths 16 9 11 12 8 Fire Assists 145 154 129 150 155 Security Checks 13 152 10 188 10 596 10 455 8 349 Suspicious Activity 288 325 275 316 321 Miscellaneous Calls 3 014 3 585 3 369 3 327 3 210 SERVICE INDICATORS TOTAL 21,922 20,246 21,127 20,6591 12;2011 139 POLICE DEPARTMENT FISCAL YEAR 2003 BUDGET RESIDENT'S EXECUTIVE SUMMARY PERSONNEL SUMMARY POLICE EMPLOYEES FY 1919 28 FY 2000 29 FY 2001 29 FY 2002 29 FY 2003 29 Police Officers Dispatchers 4 4 4 4 4 Public Service AideS 4 4 4 4, 4 Support Personnel 2 2' 2" 2 2 Tota[Full Time Employees 38 - 39 39 39 t 39 5 Part -Time Crossing Guards 2'% 2'lz' 2% 2'/ 2% Totals 40'1 41Y/i 411/2 41% 41`/ FUNDING LEVEL SUMMARY FY 1'1!9 fY 2's' 7.Ch•n•e FY 2411 FY 2''2 FY 2''3 fr•m s2 -►3 Police Officers $1 386 984 $1 565 486 $1 595 210 $1 700 833 $2 570 136 51 11% Support $307 383 $327 717 $327 585 $343 387 $490 384 4281% Personnel Operational $1 023254 $1 076 085 $1 143 703 $1,231 545 $494 614 59 84% • enses Gupta! Outlay $70 000 $70 000 $70 000 $70 000 $90 000 28 57% Total $2 787 621 $3 039 288 $3 136 498 $3 345 765 $3 645 134 +8 9% De • artment Less Revenues FY 2001 $359 062 Actual Budget Increase/decrease $3 286 072 1 8% BUDGET SUMMARY The total increase in the 2003 budget will be $314 862 or 9 4% above last years budget Increases for the cost of living allowance employees step increases and escalating costs for medical and workers compensation insurance were responsible for the departmental budget increase The department received a total of $359 062 in grants forfeitures and fine related revenue during fiscal year 2001 that further offsets the budget increase In fact the revenues equate to a 10% reduction in overall expenditures Once the last full year of revenue was added to this proposed budget there is an actual decrease of 1 3% below last years adopted budget 140 0 0 0 0 0 0 0 0 C 0 O 0 0 a a a 0 0 G 0 Ill a C C C C C it Police C C •1 C C C C C 0 C t" re - category Chief of Police Chief Housing Deputy Chief of Police Police Lieutenants Police Sergents Police Officers Acting Supervisor Pay Salanes Overtime Holiday Pay Court Time Administr dive Assist Dispatchers Public Service Aides Administrative Aide Clerical Assist (PT) Crossing Guard Police Incentive Pay Off Duty Employment Payroll Taxes Retirement Contributions Life Health Disability Insurance Workers Comp Insurance Unemployment Taxes Technical Services Recruiting & Physicals Employee Wellness Program Investigation Expense Telephone Dedicated Lines Utilities Water 8t Sewer Insurance Maitenance & Repairs Confidential Informants Supplies DARE Expense Car Allowance Uniforms Vehicle Maintenance Vehicle Fuel Photography Range Expenses Communications Maintenance Memberships & Dues Education & Training Police Facilities Police Vehicles Police Equipment Total Police Actual FY 2001 $117 973 $17 650 $82 002 $300 057 $173 382 $826 265 $3 151 $56,217 $61 377 $5 285 $29 150 $100 126 $106 572 $26 233 $10 254 $39 109 $18 108 $8 539 $147 524 $215 125 $186 914 $49 025 $825 $11 234 $8 011 $2 000 $9 837 $11 950 $11 150 $0 $53 295 $7 965 $0 $21 814 $8 090 $1 164 $39 037 $26 057 $25 328 $4 493 $7 022 $11 720 $3 416 $41 837 $13 493 $78 760 $41 188 Adopted FY 2002 $125 924 $17 650 $84 700 $321 982 $284 689 $865 888 $4 000 $90 000 $61 000 $6 000 $31 211 $129 963 $103 938 $28 087 $10 188 $40 000 $23 000 $0 $165 474 $239 284 $240 260 $61 274 $2 931 $12 000 $6 800 $2 000 $3 000 $9 000 $10 500 $0 $41 252 $7 500 $1 000 $21 500 $8 000 $1 170 $39 000 $30 000 $22 000 $4 500 $6 000 $11 600 $3 500 $42 000 $14 000 $70 000 $42 000 Proposed Adopted FY 2003 FY 2003 $134 476 $17 650 $90 714 $314 124 $257 035 $961 487 $4 000 $90 000 $88 128 $6 000 $30 488 $130 312 $133 444 $26 850 $10 188 $40 000 $21 420 $0 $174 526 $251 590 $264 313 $76 458 $373 $12 000 $13 820 $2 000 $10 000 $14 950 $30 177 $16 975 $99 922 $42 500 $1 000 $21 500 $8 000 $1 170 $39 000 $30 000 $28 000 $4 500 $6 000 $11 800 $3 500 $42 000 $14 000 $90 000 $42 000 $133 553 $17 650 $90 091 $311 969 $255 271 $916 285 $4 000 $90 000 $88 128 $6 000 $30 279 $129 418 $132 528 $26 666 $10 188 $40 000 $21 420 $0 $170 685 $245 245 $264 313 $76 458 $373 $12 000 $13 820 $2 000 $10 000 $14 950 $30 177 $16 975 $99 922 $7 500 $1 000 $21 500 $8 000 $1 170 $39 000 $30 000 $28 000 $4 500 $6 000 $11 600 $3 500 $42 000 $49 000 $90 000 $42 000 $3 019 723 $3 345 765 $3 708 190 $3 645 134 141 d ©© ©©©©0©©® 0®0 ®00® 0®®0 ®0® 06® e® ®®®eeeee®coee® FIRE RESCUE DEPARTMENT FISCAL YEAR 2003 BUDGET enN DEPARTMENTAL ORGANIZATION CHART MISSION STATEMENT To -contribute #o a safe, quality community environ!ient1 for all Islanders through responsible Fire Rescue Services. r 1 . Firefighter/ 'a"rdrraecfri Fire Chief 365 8999 Deputy Fire Chief 365 8988 B Shift Fire Captain CO 365 8929 Fire Lieutenalf:(l) c 'n rnets i Administrative Assistant 365-8989 142 r C FIRE RESCUE DEPARTMENT FISCAL YEAR 2003 BUDGET FUNCTIONAL ORGANIZATIONAL CHART Office of the Fire Chief • Responsible to Village Manager • Coordinates with other Local for Fire Rescue Emergency State and Federal agencies Preparedness and Recovery • Administers all Departmental functions assisted by the Deputy Fire Chief and an • Oversees budget monitors and processes all expenditures Administrative Assistant • Administrates personnel functions • Coordinates with other Departments and organizations • Maintains and manages all records and reports Office of the Deputy Fire Chief • Responsible to Village Fire Chief for Fire Prevention Emergency Medical Services Research and Development and Training • Serves as Village Fire Marshal • Serves as Fire Department Accreditation Manager • Oversees and coordinates day fo day administrative and emergency services delivery • Reviews and revises operational procedures • Directs Operations Services Division Department er �researe pubrceducYahan *and inspection achutfies w$e nn tit rtv Administrative and Medical of the S60090000000000000000 C C C Q C C FIRE RESCUE DEPARTMENT FISCAL YEAR 2003 BUDGET 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 Fire Rescue personnel perform a number of functions in addition to traditional fire suppression The most obvious is emergency medical responses This function involves employing paramedics skilled not only in determining the severity of patient injury or illness using sophisticated tools and methods but also administering the required life saving techniques such as cardiac pacing intubating and defibrillating until the patient can be admitted to the appropriate medical facility Additionally Fire Rescue personnel perform the inspection function that gives the Department an opportunity to be proactive in dealing wish 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 City of Miami is an essential component of the Villages Fire Rescue Department Through an Automatic Aid and Ancillary Services Agreement the City of Miami provides emergency back up services and several key support functions for Village Firefighter/Paramedics This partnership has also led to the establishment of the Switch With Another Paramedic Program (SWAP) that allows Village Firefighter/Paramedics to ride on City of Miami Fire and Rescue calls in order to enhance and maintain their skills The original five (5) year agreement became effective on October 1 1993 at a cost of $402 000 per year Resolution No 98 13 adopted by the Village Council on Apnl 16 1998 and Resolution No 98 555 adopted by the City of Miami Commission on June 9 1998 provided for a second five year contract This contract became effective on October 1 1998 and runs through September 30 2003 for a fixed fee of $460 000 annually or $38 333 monthly C On September 10 1998 the Board of Directors for the Commission on Fire Accreditation International awarded the Village Fire Rescue Department International Accredited Agency Status making the Department the tenth (10th) in the world and the first (1St) in the state of Florida to achieve this recognition On August 6 2001 at the semi annual Commission meeting held in New Orleans Louisiana the full Commission voted unanimously to accept the Departments Statement of Findings on our Annual Compliance Report thus continuing the Departments 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 144 FIRE RESCUE DEPARTMENT FISCAL YEAR 2003 BUDGET 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 Flonda International University and the Fire Department show the tremendous level of citizen satisfaction with the Department In the survey conducted by the Department where questions were asked such as quality of care professionalism procedures being explained and the level of concern and caring shown not only to the patient but to the family as well the results indicated ci 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 citizen Community Emergency Response Team (C E R T ) 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 underthe rank of Deputy Fire Chief are State Certified Paramedics We are the only Fire Rescue Department in South Florida with this distinction PERFORMANCE INDICATORS Emergency call volume including fire and medical incidents increased by three hundred and eighty eight (388) incidents or by eighteen (18%) over the preceding year Since inception of the Fire Rescue Department emergency responses have increased overall by three hundred and twenty seven (327%) 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 2001 2002 fiscal year the Department continued to provide the same excellent level of service as has been provided in years past Strong emphasis and commitment continues toward the Departments highly successful public service programs such as citizen CPR classes first aid classes blood pressure testing and school age fire safety training and education The Department continues to participate in an extensive fire prevention inspection program in all high rise and mercantile structures as well as the challenges offered by new construction projects Fire Inspector state certification is currently held by twenty six (26) Firefighter/Paramedics 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 145 ®A©®4©oo©4©4400®©®c 0 0 a a C C C G C C C FIRE RESCUE DEPARTMENT FISCAL YEAR 2003 BUDGET C l� (1 C�y C C C C service in the State of Florida to be accredited by the Commission on Fire Accreditation International the Department continues its commitment towards excellence by prepanng 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 contnues 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 146 FIRE RESCUE DEPARTMENT FISCAL YEAR 2003 BUDGET ACTIVITY 1997 98 Actual 1998 99 Actual 1999 2000 Actual 2000 2001 Actual 2001 2002 Six months Response Time 2 minutes 53 seconds 2minutes 48 seconds 2 minutes 50 seconds 3 minutes 2 minutes 50 seconds .Sw)e Praa 268 Exdldnges 186 Exchangess 201 Exchanges 90 Exchanges 34 Exchanges l t'iaspe4 on ?d0 inspeatrdns 789 Inspections+ 558 tnspec}ions+ 426 Inspections 262 inspections t R F1ctoC}W 15 ar atla 2010Inspections 8 Inspections 7 inspections 50 Inspections 0 Inspections 9Hyd rt t,Iglsp l loos, 419 Hydrant Inspections 760 Hydrant Inspections 225 Hydrant Inspections 9 Hydrant Inspections 246 Hydrant Inspections es rs 2 Complete Fire Hose Tests Complete Fire Hose Test 2 Complete Fire Hose Tests 0 Complete Fire Hose Tests 1 Complete Fire Hose Test erta en Brood Pressk tin roll .11 86 People Enrolled 135 People Enrolled 133 People Enrolled 110 People Enrolled 47 People Enrolled 1 P nd cadent Pr�pt cigs�ses= 51 Oilmen 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 76 Citizen CPR and Accident Prevention Classes reaching 2294 residents 65 Citizen CPR and Accident Prevention Classes reaching 4976 residents oat FF Iii 1 Combat Challerge Test For each Firefighter 1 Physical Fitness Test For each Firefighter 1Physical Fitness Test For each Firefighter 1 Physical Fitness Test For each Firefighter 1 Physical Fitness Test For each Firenghter Cotlrpany,Dnli 3072 hrs of drill 3072 hrs of doll 3072 hrs of dnll 3072 hrs of drill 1536 hrs of drill 'au214Pailf 3072 fiChabl. 3 cy hrs of school 3072 hrs of school 3072 hrs of school 3072 hrs of school 1536 hrs of school ¢etrr de rte 760 868 1051 1050 558 i e aCit 731 704 783 930 511 ,Rescue Aa iE.. 376 356 365 450 245 Fire Incidents include a variety of s tuations including response to structure fires vehicle tires automatic alarms smoke scares and allether incidents other thar medical situations Inspection Activity includes Hi -Rise Commercial Construction Educational and Special Hazard sites This number includes Risk Watch presentationst the grades Pre -K K 151 3 & 6th Number of inspections lower due to fewer reinspechons and more buildings in compliance Number of exchanges lower due four months of Departmentnide Trench Rescue and Confined Space Training 147 ®QQQQQ000000 Q®QQCG@Q@Q a C A, FIRE RESCUE DEPARTMENT FISCAL YEAR 2003 BUDGET 2003 DEPARTMENTAL OBJECTIVES AND MANAGEMENT OVERVIEW r-, 0 0 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 that require varying levels of resources The New York City tragedy of September 11 2001 had a direct impact on the Fire Rescue Department Five (5) members of the Department were immediately activated after the World Trade Center Towers collapsed as part of the Federal Emergency Management Agency s Flonda Task Force Two Leaving their community and families on the afternoon of September 11 they worked at ground zero in a search and rescue operation until their return on September 26 2001 During this same time frame remaining members of the Department - with the generous and outstanding support of the community - on a per member ratio (as compared to other Fire Departments in the State) collected the most money for the New York City Relief Fund In March of 2001 the Federal Emergency Management Agency and the United States Fire Administration announced the implementation of a $100 million Assistance to Firefighters Grants Program The program provided an opportunity for fire departments from across the nation to apply for grants in six (6) categories Grants were to be awarded through a competitive evaluation process In September the Fire Rescue Department was notified that the grant application submitted under the category of Fire Prevention would 148 FIRE RESCUE DEPARTMENT FISCAL YEAR 2003 BUDGET receive a grant award totaling $98 887 00 This grant was one of only two hundred and nine (209) granted nationwide The grant amount was ninth (9th) in the nation for total amount and the largest such grant in the State of Florida The Department has applied for a second Assistance to Firefighters Grant 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 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 Members of the Department will also be making Risk Watch presentations to all 4th 5th and 6th graders This very successful program is entering 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 The Department participates in the Miami -Dade County Elder Links program The Fire Station is an authorized SAFEPLACE for those young individuals needing this program 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 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 149 000000000000©000000 FIRE RESCUE DEPARTMENT FISCAL YEAR 2003 BUDGET provision of occupant safety and exiting and the provisions for first aid fire fighting equipment And finally the Department will continue to review and monitor the major construction projects at the Village Civic Center and the Ocean Club of Key Biscayne 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 RESIDENTS EXECTIVE SUMMARY - Fire Department FUNDING LEVEL SUMMARY FY 1999 FY 2000 FY 2001 FY 2002 FY 2003 % Change from 02-03 C C C Personnel Expenses $2 346 196 $2 538 082 $2 565 670 $2 752 019 $3 158 725 Operational Expenses Capital Outlay Total Department $684 844 $0 $3 031 040 $683 847 $0 $3 221 929 $675 054 $0 $3 240 724 PERSONNEL SUMMARY $660 077 $0 $3 412 096 $892 960 $0 $4 051 685 14 78% 35 28% 0 0% 18 74% Authorized Positions 1997 1998 Fiscal 1999 Yeas 2000 2001 2002 2003 Fire Chief 1 0 1 0 1 0 1 0 1 0 1 0 1 0 Deputy Fire Chief 1 0 1 0 1 0 1 0 1 0 1 0 1 0 Administrative Assistant 1 0 1 0 1 0 1 0 1 0 1 0 1 0 Fire Captain 30 30 30 30 30 30 30 Fire Lieutenant 3 0 3 0 3 0 3 0 3 0 3 0 4 0 firefighter/Paramedic 24 0 24 0 24 0 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 34 0 BUDGET SUMMARY The total increase in the FY 2003 budget will be $639 589 or 18 7% The change is due to an increase in personnel expenses resulting from a cost of living increase merit increases and added line items to the department from Non Departmental and the fire truck lease 150 FIRE RESCUE DEPARTMENT FISCAL YEAR 2003 BUDGET Fire Rescue Category Fire Chie Chief Housing Deputy Fire Chief Fire Captains Fire Lieutenants Firefighters/Paramedics Administrative Assist Salaries Overtime Off duty Employment Holiday Pay Incentive Pay Ac+trig Supervisor Pay Vacation Excess Pay Payroll axes Retirement Life Health Disab lity Insurance Workers Comp Insurance Unemploymert Insurance Recruiting & Physicals Employee Wellness Program Consultants Fee Automatc Aid Agreement Fire Rescue Safety Materials ALS Licenses Fire Safety Communications Postage Utilities Electricity Fire Truck Lease 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 Actual Adopted Proposed Adopted FY 2001 FY 2002 FY 2003 FY 2003 $108 784 $116 030 $124 269 $123 416 $11 821 $12000 $12000 $12000 $78 468 $84 053 $90 021 $89 403 $223 323 $237 977 $255 762 $254 006 $197,045 $210 655 $225 612 $224 064 $1 254 232 $1 252 589 $1 378 199 $1 369 118 $28 578 $30 546 $33 210 $32 982 $77019 $60000 $77000 $77000 $0 $5,500 $5 500 $5 500 $39 911 $65 000 $66 000 $66 000 $7 224 $6 000 $22 320 $22 320 $8 422 $4,000 $6 000 $6 000 $0 $0 $85 000 $85 000 $157172 $150249 $177919 $177042 $220 873 $233 262 $254 289 $252 599 $165 302 $199 684 $241 851 $241 851 $54 448 $73 260 $91 415 $91 415 $343 $2 714 $309 $309 $4 397 $7 500 $7 700 $7 700 $1 332 $1 000 $1 000 $1 000 $0 $0 $20 000 $20 000 $460 000 $460 000 $460 000 $460 000 $6923 $10000 $10000 $10000 $2 088 $2 500 $3 600 $3 600 $18 820 $5 600 $10 380 $10 380 $589 $500 $500 $500 $7 899 $11 000 $9 885 $9 885 $11 150 $7 500 $33 862 $33 862 $0 $0 $0 $117 000 $39 601 $25 527 $60 983 $60 983 $26 331 $4 500 $39 500 $39 500 $387 $500 $1 000 $1 000 $5 818 $9 000 $9 000 $9 000 ($3 538) $4 500 $6 500 $6 500 $188 $1 000 $1 000 $1 000 $29 099 $27000 $38 000 $38 000 $325 $5 000 $5 000 $5 000 $790 $750 $750 $750 $127 $1 000 $1 000 $1 000 $1 540 $2 000 $2 000 $2 000 $7 380 $4 000 $4 000 $4 000 $3 406 $2 200 $3 000 $3 000 $29 032 $35 000 $35 000 $35 000 $13244 $10000 $10000 $10000 $897 $4 000 $4 000 $4 000 $65 258 $27 000 $27 000 $27 000 Total Fire Rescue $3 36,.0149 $3 412 096 $3 951 336 $4 051 685 Expense offset by corresponding revenue I S I Additional expenses covered by Grant Revenue OG@QC0©00000000000C o o o o C C o it Si It II a it a PUBLIC WORKS DEPARTMENT FISCAL YEAR 2003 BUDGET r MISSION =: STATEMENT Public Works has. a multi -faceted mission which is to provide a Variety of service's'to`the community°inbtuding the desidn, construction, and maintenance of local streets and storm fd(ainages, beach, rights -of -way, solid waste removal, traffic 4 - calming, and control and management of public works, solid -'waste removal, traffic calming, and control and management of public works projects. x` Organizational Chart ( Village Manager It Landscape Architect Village Engineer Public Works Supervisor Landscape Mint Contractor 1) Maintenance Contractor Beach Contractor Coastal Consultant Refuse Collection Contractor Street Cleaning Contractor Stormwater Maintenance Contractor j Laborer 345-4945 152 Stormwater Utility PUBLIC WORKS DEPARTMENT FISCAL YEAR 2003 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 specializes on the beach maintenance and renounshment project • The Landscape Architects consults the Village on landscape related projects • The Stormwater Utility requires fhe maintenance of two systems for maintaining the two stormwater pump stations all by contract 1 DEPARTMENTAL DESCRIPTION The Department of Public Works functions under the direction of the Village Manager There are two full-time Village employees The Public Works Supervisor oversees the beach and landscape maintenance contractors In addition the Village contracts with several companies which provide consulting and maintenance services The consultants currently under contract are the Village Engineers Village Landscape Architects and Coastal Consultants The Village Engineers are responsible for all general engineenng 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 153 0000000000© II to a II C C • PUBLIC WORKS DEPARTMENT FISCAL YEAR 2003 BUDGET a Beach Maintenance Contractor Responsible for maintaining the beach free of litter and debris (Contract approved on July 27 1993 and extended on Apnl 9 1996 until August 1998) Contractor is Universal Beach Service Corporation Resolution 98-23 May 12 1998 extended the same contract until August 31 2003 from September 1 1998 which is a five (5) year penod at an annual cost of $89 258 C' r r K r^• C' r �r C^ b Landscape and General Maintenance Contractor Responsible for maintaining all landscape projects such as Crandon Boulevard Median Neighborhood Public Landscaping Program and maintenance of street trees The Library Landscape Maintenance Contractor must maintain the playing fields at St Agnes Academy Village Green and Key Biscayne Elementary School The contractor provides various general maintenance as required Current contractor is with Gorgeous Lawns and Gardens Inc The contract was awarded August 28 1997 by the Village Council The contract is a two year contract with automatic extensions with the approval of the Village The contract was extended for two (2) additional years on July 28 1999 to end October 31 2001 c Miami Dade County The Village has the following inter -local agreements with the County 1) The initial agreement entered into with the County for the transfer of municipal services and responsibilities to the Village was approved by the county R 970 92 July 21 1992 The council approved the agreement June 9 1992 2) Key Biscayne elementary School ten (10) year agreement beginning January 1 1994 as per Council Resolution 93-19 adopted September 14 1993 and ending 2003 for supervision and maintenance of play area and portions of the grounds Resolution 99 76 adopted September 16 1999 authorized the Village to maintain the entire school grounds effective November 11 1999 3) Crandon Boulevard median maintenance agreement authorized by Resolution 93-49 and Resolution 93-60 adopted October 26th and December 14 1993 This is a continuing agreement 4) Library grounds maintenance contract has been extended for two years by Resolution 2000 16 on June 6 2000 The new contract shall end in June 2002 154 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2003 BUDGET 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 association with the County Department of Environmental Resource management 6) Miami Dade Water and Sewer Department bills and collects the stormwater utility fees 1t1 accordance with ordinances 93 11 93-11-A Resolution 93-44 authorized the Mayor to execute the billing and collection agreement The agrerent 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 Dnve) 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 ®doe©©©©Q9©o©0 0 0 0 0 0 0 a 0 0 41 41 11 155 C PUBLIC WORKS DEPARTMENT FISCAL YEAR 2003 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 2003 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 and extended July 28 1999 for a two (2) year r� period with an option on a year to year basis • Service complaints resolved within seventy two (72) hours PERFORMANCE MEASURES !" • Public Works Supervisor 156 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2003 BUDGET • Meet as often as necessary with contractor to review work • Have landscape architects review public areas annually • Analyze and respond to public comments within a 72 hour period 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 Groan Key Biscayne community school and ball fields and St Agnes Catholic Church playfields and surrounding area INDICATOR Review work by periodic checks and constant review of contractual obligations of U S lawns of South Honda 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 000000QQQa©00O00 157 a PUBLIC WORKS DEPARTMENT FISCAL YEAR 2003 BUDGET Objective Three To maintain on a daily/periodic basis portions of Crandon Boulevard East Dnve and selected areas litter free KEY AREA INDICATOR Periodic checks and citizen comments ACTION PLAN Litter and Debris Patrol • Monitor clean up activities of Public Works employee as per work schedule • Service complaints resolved within twenty four (24) hours except during weekends PERFORMANCE MEASURES • Review work schedule annually • Inspect work areas periodically to determine if areas are litter free • Order Special Mechanical Street Sweepings on an as -needed basis Objective Four To maintain the Atlantic Ocean Beach by cleaning grading and contouring on a regular basis KEY AREA INDICATOR Review work by periodic checks and meeting with contractor ACTION PLAN Maintenance of the Ocean Beach • Enforce all provisions of the Beach maintenance contract • Service complaints resolved within a seventy two (72) hour period except during weekends PERFORMANCE MEASURES • Inspect beach on a weekly basis • Meet quarterly with representative from Universal Beach Service Corp Cs' 158 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2003 BUDGET • Bring beach contour and condition up to even and stabilize profile at the prescribed elevation • Analysis of public comments • Meet with Dade County Department of Environmental Resources Management (DERM) once per year to review beach restoration Objective Five To continue the Crandon Boulevard Beaufificatron Project by installing new street and median lighting curbing irrigation and trees along nght-ot way areas KEY AREA INDICATOR Coordinate activities of Miami Dade Public Works Department Miami Dade Parks and Recreation and consulting engineers ACTION PLAN Crandon Boulevard Improvements • Prepare plans and specifications for the installation of curbing along both sides of Crandon Boulevard • 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 0©®®QQQQQQQ©Q©Q© GI 159 I PUBLIC WORKS DEPARTMENT FISCAL YEAR 2003 BUDGET f' r fT Objective Six To collect garbage trash and recycling material from single family dwellings KEY AREA Solid Waste Management INDICATOR Review contract with BFI Waste System of North America Inc ACTION PLAN • 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 pnor 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 Objective Seven To maintain and operate all stormwater drains annually KEY AREA INDICATOR Check stormwater system and pump stations penodically 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 Sanitary Sewer pump 160 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2003 BUDGET PERFORMANCE MEASURES • Physical inspection • Complaints received • Analyze maintenance log on a monthly basis • Review terms of PELCO agreement monthly • Comptywrth NPDES Requirements RESIDENT'S EXECUTIVE SUMMARY - PUBLIC WORKS PERSONNEL SUMMARY Authorized Positions FY 19911 1 0 FY 1!!! 1 0 FY 2000 1 0 FY 2001 1 0 FY 2002 1 0 FY 2003 1 0 Public Works Director Maintenance Supervisor 0 0 0 0 0 0 0 0 0 0 1 0 Administrative Assistant 0 0 0 0 0 0 0 0 0 0 1 0 Maintenance Laborers 10 10 15 15 22 20 Total 20 20 25 25 30 50 BUDGET SUMMARY The increase in the Public Works Budget from the previous year s budget is due to an increase in personnel expenses as well as added contractual services 1 161 Q000000000000 ai S a a C • • op 41 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2003 BUDGET C: r r tt� Public Works Category Public Works Director Maintenance Supervisor Administrative Assistant Laborers/Overtime Payroll Taxes Retirement Life Health Disability Insurance Workers Comp Insurance Unemployment Insurance Engineering Landscape Architect Contractual Services Consulting Services Insurance Electricity Water & Sewer Maintenance & Repairs Maintenance Contracts Supplies Vehicle Maintenance Small Tools/Consumables Education & Training Hurricane Expenditures Equipment Vehicle Lease Total Public Works $24 641 $7 833 $6 868 $4 097 $4 430 $83 $62 180 $0 $472 954 $25 795 $8 525 $0 $0 $24 681 $60 878 $885 $2 673 $2 610 $2 417 $133 977 $4 770 $0 Actual Adopted FY 2001 $60 352 $27 217 FY 2002 $61 978 $29 085 $0 $0 $40 300 $9 781 $10 504 $11 762 $3 781 $166 $45 203 $5 000 $450 000 $5 000 $9 636 $0 $0 $30 000 $38 000 $5 000 $2 000 $7 935 $500 $0 $7 000 $0 Proposed FY 2003 $71 788 S35 000 $34 161 $38 579 $13 734 $16 914 $17 042 $4 718 $27 $45 000 $5 000 $450 000 $5 000 $21 109 $7 544 $4 628 $30 000 $38 000 $3 000 $4 000 $7 000 $1 365 $0 $7 000 $3 600 Adopted FY 2003 $71 296 $35 000 $33 933 $38 579 $13 661 $16 799 $17 042 $4 718 $27 $45 000 $5 000 $500 000 $5 000 $21 109 $7 544 $4 628 $30 000 $38 000 $3 000 $4 000 $7 000 $1 365 $0 $7 000 $3 600 $937 866 $772 631 $864 209 $913 301 162 dd© 0©©© ©4©©®0©00® ®®®000®0®®0®969MOMweuut- RECREATION DEPARTMENT FISCAL YEAR 2003 BUDGET -MISSION•': STATEMENT .. To provide and promote a creative.and balanced system of leisure programs that aresensitive and responsive to,citizen needs and continue providing citizens with quality of life - opportunities for positive recreational experiences. DEPARTMENTAL ORGANIZATION CHART 7 - Village Manager 365-5500 Recreatioi Director 345-8947 hogr rns S Tours 365-8901 Sped"! Events 365-8901 Senior Coordinrtsi 365-8953 163 RECREATION DEPARTMENT FISCAL YEAR 2003 BUDGET FUNCTIONAL ORGANIZATIONAL CHART Recreation Director • Responsible for the administration of the department and reports to the Village Manager • Develops and administers policies and procedures • Supervises departmental employees and contractors • Prepares and maintains reports and records • Monitors expenditures and interprets effectiveness of services • Coordinates with other departments and professional organizations • Implements programs and special events • Performs safety inspections and oversees maintenance • Performs assignments al the direction of the Village Manager Sports & Athletics • Plan and organize athletic leagues • Recruit and train coaches and referees • Act as liaison between Village and the Key Biscayne Athletic Club • Monitor and supervise activities during 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 164 Senior Director • Provide social services to senior residents in through information advocacy referrals and access to local state and federal programs. • Develop implement and evaluate new program ideas • Act as a liaison to local and state senior citizen affiliate groups cooperating agencies and organizations • Oversee and maintain client files and program records of all programs QQ QQQQQ®QQQQ©QQQQQQ U o 0 a a a 41 I1t a a 61 W C C C RECREATION DEPARTMENT FISCAL YEAR 2003 BUDGET ( DEPARTMENTAL DESCRIPTION C r F r C pek pc - 4y C C 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 (4) major divisions Sports and Athletics Programs and Tours Special Events and Senior Services 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 In response the Village is committed to increasing the recreational activities available on Key Biscayne Active recreational opportunities increased with the lease of the fields at 240 Crandon and St Agnes Academy as well as the purchase of the Citgo gas station for a future park Passive recreational opportunities were increased with the addition of the Oceanfront Park and pocket parks throughout the Village The Community Center will provide a central location for all residents both young and old to participate in a wide vanety 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 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 Athletic Supervisor 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 1 400 children Programs available for children include flag football youth soccer leagues baseball girls softball boys and girls basketball seasonal sports camps the Chief Harmon Memonal Fishing Tournament and youth tennis leagues Adult programs include a spring soccer league and co ed softball 165 RECREATION DEPARTMENT FISCAL YEAR 2003 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 Workings with residents senor 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 and effective July 1 1998 The Tennis Instructor organizes classes on an appointment basis The Tennis Division caters to over 4500 people who utilize the four 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 the Village Green Oceanfront Park and 240 Crandon Boulevard insuring that the grounds are maintained properly The Parks Division also administers the management of the Calusa and Crandon Park agreement with Dade County 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 166 00000000000 C C C C rev RECREATION DEPARTMENT FISCAL YEAR 2003 BUDGET PERFORMANCE INDICATORS • The Oceanfront Park was recognized in American City & County magazine • The Office of Senior Service has implemented a variety of educational and recreations programs • The Recreation Department continued to aggressively seek alternative sources of funding including grants donations and sponsorships • The Recreation Department has increased it level of service by adding new programs like the skate camp and golf program 2003 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 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 Florida Recreation Development Assistance Program Grant 167 RECREATION DEPARTMENT FISCAL YEAR 2003 BUDGET The Recreation Department is going to implement an innovative program to target youth and teenagers on Key Biscayne The Recreation Department is working with new Youth council to address the needs of the youth A skate park provided a safe area for children to participate in a very popular activity during the summer An alternative site to continue what was a successful program is being investigated RESIDENT'S EXECUTIVE SUMMARY - Recreation Department RECREATIONAL ACTIVITIES 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 1993 1994 1995 1996 1997 1998 1999 2000 20012002 YOUTH PROGRAMS Flag Football X X X X X X X X X X Soccer X X X X X X X X X X Baseball X X X X X X X X X X Fishing Tournament X X X X X X X X Seasonal Sports Camps X X X X X X Baseball Clinics X X X Fall Girls Basketball Boys Basketball X X X X X X Tackle football X X Fall Tennis X X X Spring Tennis X X X Summer Soccer Camp X X Soccer Tournament X ADULT PROGRAMS Coed Softball League X X X X X Soccer League X X X X Basketball X X X Soccer Tournament Spring Basketball X X X X X Summer Basketball X X Note X Indicates that the activity was offered for the specfied year 168 C C C C o o 0 0 0 m CD CD 0 m o Q? o o o a a o o ci a 0 a RECREATION DEPARTMENT FISCAL YEAR 2003 BUDGET r r r I i I a I C KEY BISCAYNE ATHLETIC CLUB Participants/Fiscal Year STATISTICS This chart illustrates the actual and projected number of children and adults who participate in the Key Biscayne Athletic Club sports programs Program 1998 2000 2002 2005* 2010* Youth Baseball 185 260 330 367 510 Youth Soccer 337 392 440 499 649 Youth Flag Football 112 125 96 150 173 Youth Basketball 30 60 155 125 150 Adult Coed Softball 140 200 120 240 280 Adult Soccer 90 240 240 270 300 Youth Tackle Football 104 — Projected in 2000 PERFORMANCE INDICATORS ACTIVITY FY 1996 Actual FY 1997 Actual FY 1998 Actual FY 1999 Actual FY 2000 Actual FY 2001 Actual FY 2002 Estimated Special Events Lighthouse Run +1 500 +1 500 +1 500 1 200 +1 200 +1 200 +1 200 Spnng Egg Hunt +800 1 000 1 000 1 300 +1 300 +1 300 +1 300 Winterfest 1 000 +1000 +1000 1200 +1200 +1800 +1800 Valentines on the Green 200 +350 +350 350 +350 +350 +350 Haunted House 1 300 +1 300 +1 300 +1 300 Concert Serves 1 500 +1 500 +1 500 +1 500 Memorial Day 250 +250 +250 +250 +250 +150 +150 July 4 +15 000 12 000 12 000 12 000 +12 000 +12,000 +12 000 Plays/Performances 110 126 126 235 345 368 368 Seminars/Lectures 88 75 75 82 217 230 230 Trips and Tours 170 200 200 230 290 315 315 169 RECREATION DEPARTMENT FISCAL YEAR 2003 BUDGET Local Attractions 60 60 Athletics Flag Football 112 112 109 125 125 140 140 *Soccer 310 330 337 360 390 365 365 Adult Soccer 210 2I0 240 250 135 135 Soccer Camp 62 71 75 84 46 75 75 Baseball 167 170 185 196 260 298 298 Adult Softball 120 200 200 200 85 83 Basketball 20 39 77 77 Adult Basketball 53 63 60 60 Fishing Tournament 88 99 87 84 90 96 96 Registtation was limited do to lack of field space Total Grant Savings 2002 $100 000 1993 2001 Grant Savings $ 1,738,710 PERSONNEL SUMMARY Total Grant Savings to Date $ 1 838 710 170 C C C C C a 0 41 0 3 CT a a a a a C C C C C Q RECREATION DEPARTMENT C C, i C C r C r^ C C C C C FISCAL YEAR 2003 BUDGET FUNDING LEVEL SUMMARY Personnel Expenses FY I'M $153 588 FY 2000 $158 575 FY 2001 $199 343 FY 2002 $224 281 FY 2003 $251 909 % Change from 01-02 12 3% Operational Expenses S158 011 $240 425 $293 468 $293 893 $480 695 63 6% Capital Outlay $0 $0 $0 $0 $0 0 0% Total Department $311 599 399 000 $492 811 $515 174 $732 604 42 2% BUDGET SUMMARY The total increase in the FY 2003 budget will be $217 430 or 42 2% The change is due to an increase in personnel expenses resulting from a cost of living increase merit increase and an increase in contractual services and additional Village programs 171 RECREATION DEPARTMENT FISCAL YEAR 2003 BUDGET Recreation Category Recreation Director Sports Coordinator Seniors Coordinator 1 Part time Administrative Assist (2) Payroll Taxes Retirement Contributions Life Health Disability Insurance Workers Comp Insurance Unemployment Insurance Contract Services Insurance Maintenance & Repairs Advertising Vehicle Expense Supplies Program Supplies Uniforms Membership & Dues Education & Training Travel Special Events Fourth of July Fireworks Winterfest 2 Key Biscayne Athletic Club Key Biscayne Art Festival Lighthouse Run & Walk Park Improvements Program Equipment Senior Transportation 3 St Agnes Feld Lease 4 Fininvest Field Lease 5 Total Recreation Resolution 2000 26 Adopted July 11 2000 2 Resolution 99 55 Adopted June 8 1999 3 8y Council motion Adopted June 11 2002 4 Resolution 2002 15 Adopted June 11 2002 S Resolution 2001 56 Adopted August 28 2001 Actual FY 2001 $57 907 $43 321 $5 490 $28 166 $10 056 $12 609 $9 641 $3 492. $74 $22 880 $9 038 $9213 $6 648 $6 150 $3 870 $13 761 $1 132 $902 $760 $1 872 $53 307 $63 672 $36 469 $35 000 $5 950 $1 1 426 $6 872 $13 579 $0 $0 $0 Adopted FY 2002 $65 077 $46 386 $30 951 $29228 $13 138 $17 090 $17 341 $4 747 $223 $20 000 $10 374 $10 000 $8 000 $4 000 $3 000 $15000 $1 000 $1 200 $750 $2 000 $57 569 $60 000 $32 000 $35 000 $5 000 $10 000 $6 000 $10000 $0 $0 $0 Proposed FY 2003 $69 697 $49 680 $37 852 $34 905 $14 698 $23 056 $17 341 $5 923 $46 $45 000 $12 609 $30 000 $8 000 $6 000 $4 000 $30 000 $1 000 $1 500 $1 000 $2,500 $85 000 $60 000 $32 000 $35 000 $5 000 $10 000 $15 000 $10 000 $12 000 $36 000 $39 086 Adopted FY 2003 $69 219 $49 339 $37 593 $34905 $14,616 $22 927 $17;341 $5 923 $46 $45 000 $12 609 $30 000 $8 000 $6 000 $4000 $30 000 $1 000 $1 500 $1 000 $2 500 $85 000 $60 000 $32 000 $35 000 $5 000 $10 000 $15 000 $10 000 $12 000 $36 000 $39 086 $473 255 $515 174 $733 893 $732 604 C C C a a a a d a a ci 0 a C a C 172 C C CAPITAL IMPROVEMENT PROGRAM fc4 C C f C C v-• G0000200'3 FISCAL YEAR 2003 Pursuant to Village Charter Section 3 03 (5) and the Master Plan Section VIII a five year (5) Capital Improvement Program is developed and updated annually including funding sources The Master Plan defines capital improvements as non recurring financed physical improvement projects costing at least $25 000 The Village Master Plan establishes the guidelines for the annual Capital Improvement Program process as follows CAPITAL IMPROVEMENTS Goal 1 To undertake capital improvements necessary to provide adequate infrastructure and a high quality of life within sound fiscal practices Objective 1 1 The Annual Capital Improvement Program Process Achieve annual Village Council use of this Element as the framework to monitor public facility needs as a basis for annual capital budget and five year program preparation Policy 1 1 1 As pad of the annual budget process staff and engineering studies shall form the basis for preparation of a five year Capital Improvement Program including one (1) year capital budget to further the Master Plan elements Policy 1 1 2 The Capital Improvement Program shall include a drainage facility improvement/replacement program based upon the 1993 Drainage Master Plan adopted September 14 1993 Construction of the system began June 19 1995 with final completion by October 18 1997 Policy 1 1 3 In setting priorities the following kinds of cntena shall be used by the Village Council in all cases financial feasibility or budget impact will be assessed Public Safety Projects any project to ameliorate a threat to public health or safety Quality of Life Projects any project that would enhance the quality of life such as a public streetscape improvement project Level of Service or Capacity Projects any project needed to maintain an adopted or otherwise desirable Level of Service Redevelopment Projects any project that would assist in the revitalization of detenorated non-residential properties Biscayne Bay Enhancement Projects any project which would enhance the environmental quality of Biscayne Bay 173 CAPITAL IMPROVEMENT PROGRAM Policy 1 1 4 FISCAL YEAR 2003 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 cntena contained in Policy 1 1 3 related thereto will be the annual review of this element A capital budget is submitted each year with the annual budget 2 Master Plan adopted by Village Council on September 14 1993 and a stormwater utility rate was set the same year Project construction started June 18 1995 and was completed October 18 1997 3 Preliminary financial and engineering feasibility exploration of extending sewers to the unsewered areas have been completed Studies authorized by Village Council Feasibility report by the Village Engineer (C A P ) which was presented and discussed by the Village Council at the August 26 1997 The Council adopted the plan February 24 1998 Final Plans and specifications were completed by PBS& J and approved by the State Department of Environmental Protection October 21 1998 Bids to construct the system were received July 1999 Construction should start before the end of the year 4 Amendments to the existing Land Development Code to assure conformance to the concurrency requirements relative to development orders levels of service and public facility timing as outlined in item C below 5 Exploration of park impact fees Tischler & Associates Inc appeared and submitted a report dated June 26 1997 to the Village Council at their July 1 1997 meeting The report was supplemented with a October 9 1997 letter to the Building Zoning and Planning Director The consultant recommended that impact fees not be pursued 6 Evaluate the need for and efficacy of financing mechanisms to pay for beach renounshment and dune development The estimated project cost is $2 518 936 174 000000000GOQ • • C T CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 2002 4r ens F-4 00000 C Monitoring and Evaluation The Village Manager or designee shall annually prepare a status report on this Capital Improvement Program for submittal to the Village Council The primary purpose is to update the five year schedule including the basis for the next year s capital budget The project evaluation criteria shall be used in the project list review and special attention shall be devoted to maintenance of the level of service standards This entire evaluation process shall be integrated into the Village s annual budget process This section of the 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 cis distinguished from the General Fund Operating Budget is a multi year financial plan for the acquisition expansion or rehabilitation of infrastructure capital assets or productive capacity of Village services The Capital Outlay along with the Capital Improvement Program is developed along with the annual operating budget All projects are adopted Goals of the Village Council A Capital Asset is defined as an asset with a value of more than $25 000 and a useful life of over three (3) years Some exceptions may be made to this rule for practical reasons When the operating impact of the capital outlay are analyzed the Capital Plan appears to place very limited burden on the operating budget Capital Projects typically apply to the following Expenditures which take place over two (2) or more years requiring continuing appropnations beyond a single fiscal year Systematic acquisition over an extended period oftime 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 maintenance and programming shall be necessary 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 175 CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 2003 Revenues for the Capital Budget denve primarily from current annual operating revenues The Capital Improvement Budget unlike the operating Budget is a five year plan which is updated annually Only those projects scheduled during the first year of the plan are financed and adopted as part of the Village s Annual Operating Budget The Capital Outlay appropriation upon adoption of the budget is transferred to the Capital Improvement Fund in accordancewith Resolution 95-26 adopted July 25 1995 Funds remcun in this account and on the books until the protect 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 2003 adopted property tax rate of $3 606 per $1 000 assessed valuation is the same as the Fiscal Year 2002 property tax rate 176 O 000000 O 000030© ® ®®®©©®® © ®©®®®®GGQ®®61®41 7 I CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER Y � C 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 II Planning Process In mid December 1997 the Village Council held a three day 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 Apnl 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 On February 91999 the Village Council adopted Resolution 99 14 which designated the Civic Centers 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 Apnl 6 1999 workshop At the June 8 meeting the Council adopted Site Plan B (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 177 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER 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 III Site Plan 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 pedestnan 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 Streetwill be realigned with Galen Drive This realignment originally 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 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 1 O 0 o o o 00000000 0 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER 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 November30 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 OOG0000C) VI Fire Station Design for the Fire Station began September 1 1998 when Village Council authorized the Architect to begin Phase 1 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 Documents was authorized on April 20 1999 by Resolution 99-33 ($70 240) Programming for the facility expanded to include fire administrative offices and 179 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER 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 budding is expressed through its standing seam metal roof double wood fascia and rafters and cast stone coping and trim The elements were inspired by Florida vernacular architecture The corner watch tower reminiscent of the hose towers required in historical fire stations serves as the elevator and access tower for the facility The Fire Station was occupied September 2003 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 $15 000 A local newspaper poll reported June 12 1997 indicated a two to one majority favoring the construction of a Recreation Center A planning 180 000000000000©©©00 4D C C C C C C CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER 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 r, 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 C 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 authonzed 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 $360 000 Staff is negotiating a revised contract as a result to design changes that were approved in Resolution 2001 9 r^‘ C C 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 Femwood 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 from inside and out Additional space is provided for offices mechanical storage 181 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER 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 shod -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 departments the fire departments and the Villages administrative offices This facility will also serve as the Villages Emergency Operations Center (EOC) in the event of a disaster Resolution 99-78 authorized the Village Manager to negotiate a contract with Spillis Candela & Partners Inc Resolution 99-97 adopted December 7 1999 approved their contract and appropriated $29 261 for schematic architectural plans With the adoption of the modified Master Plan in July the contract with 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 story site plan A fee of $15 000 was authorized to revise the previous schematic design The final contract in the amount of $409 200 was also authorized by Resolution 2000-29 adopted July 11 182 0000OO® U 0 C Q) 0 C t CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER F " C r^ 0r)000)C)0t)02C-G 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 sitting areas The courtyard functions both as a public gathering space and as a means to provide natural light and air to the internal facing office areas The 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 matenals 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 Village Hall was opened on December 1 2002 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 exposed top parking deck Preliminary schematic plans have been drafted 183 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER 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 five (5) firms and recommended Rodriguez and Quiroga be retained by the Village Resolution 2000 58 adopted November 14 2000 authorized the firm to prepare a needs assessment program and conceptual design for the theater 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 Priority in the Village Councils 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 Ronda 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 184 0 a 0 a 0 a 000eeee®eeeeeeeeeQeoe®eee CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER r XI Off Site Improvements The Village Manager was authorized by Resolution 99 100 December 7 1999 to enter into an agreement for Spolis Candela and Partners to prepare civil engineering and electrical plans for the Village Civic Center at an estimated cost of $75 000 Plans and specifications for the relocation of West McIntyre Street between Crandon Boulevard and Fernwood Road the design of all new interior roadways within the complex reconstruction of a portion of Crandon Boulevard realignment of Galen/West McIntyre Street and the relocation of existing utilities along West McIntyre Street are part of the current contract New lighting and landscaping for all new interior roadways within the complex and any required luminaire relocation along Crandon Boulevard 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 Councdmember 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 185 C 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 authorized the twenty-year bank loan at a 4 715% fixed rate The Capital Improvement Program Facilities Reserve has approximately $2.95 million The second $10 Million Bond Ordinance 2000 8 financing traunche was adopted July 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 division shall assign a Project Director for the project and the project director and the Village shall select a construction manager The contract was approved by Resolution 99-68 adopted July 20 1999 The contract was 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 186 O®®®O©C)O©©©OOO®O®®OQ®O®Q©Q@QOGGG0 0 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER XV At Risk Construction Manager (James A Cummings Inc ) The Honda Department of Management Services published a Request for Proposal on September 3 1999 for a Construction Manager to build the Civic Center project 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 $1 13 190 0 0 r 0 C 00 i 7 ` l 0 l) G\ J l l 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 Budding and Fire Station This work began on April 30 2001 It is expected the Fire Station was completed September 2002 and Administration/Police Building in December 2002 The Recreation Center is scheduled to start construction in 2002/2003 Construction dates for the Village Council/Theater building will be set when the Village acquires this property 187 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 betwoon April and June of 1987 by the U S Army Corps of Engineers A renounshment should take place about every 8 or 10 years The 1987 renounshment lasted 13 years Approximately 12 000 cubic yards of sand is lost annually based on examination of the April 1996 survey data The project involves the renounshment of approximately 6850 feet (1 3 M) of eroding shoreline of the Village A total of approximately 100 000 cubic yards of soil fill is proposed to be placed on the beach The borrowing area is adjacent to the 1987 area The State permit and the Sovereign Submerged Lands authorization contemplates three (3) renounshments and allows the Village solely the rights to the borrow area until 2020 Engineer (Coastal Systems International Inc) Coastal Systems International Inc was retained by Resolution 99 6 January 12 1999 at a cost of $395 000 to obtain the various beach permits The contract was amended by Resolutions 99 66 (additional studies $76 500) adopted July 20 1999 and 99 96 (magnetometer surveys $27 000) adopted November 16 1999 Resolution 2000-21 adopted June 6 2000which 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 Theapplicationswere submitted to the two approving agencies during August of 1999 and to the DEP September23 1999 Mr R Harvey Sasso P E President appeared before the Village Council February 8 2000 to review the project status Interlocal Agreements Village Council Resolutions 99 64 and 99-65 adopted July 20 1999 authorized the Village Manager to execute the Florida Department of Environmental Protection Bureau of Beaches and Coastal Systems (September 29 1999 to September30 2003- No 99 DA 1) U S Army Corps of Engineers and the Miami -Dade County Department of Environmental Resources Management agreements The State permit was issued June 2 and the expiration date is June 2 2020 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 The conditional county funding commitment as per letter dated December 17 1998 from the County Manager requires the identification by the county of available funds All charges incurred shall be eligible for reimbursement by the Village effective the date of this letter Key Biscayne Ordinance 2000-07 authorized the project financing for the Village share Construction Contract (Ryan Incorporated Eastern) 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 000which 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 project was completed in May of 2002 188 C • ©00000000000000000000000000000000008® 1 CAPITAL IMPROVEMENT PROGRAM rim C' f' Lem C 00000 Street Lighting Improvements Special Taxing Districts 1 Key Biscayne No 2 (L-51) 2 Key Biscayne No 1 (L 48) 3 Cape Florida (L-94) 4 Mashta Island (L 37) ET] (Jic —�4[3J En BoaladadErilIctics ae a C' 1✓ 189 STORMWATER UTILITY FUND FISCAL YEAR 2003 r- C r C C' C C C C C C 0 C C M"ISSIONRSTATEWNT i lop iB 1o. f bit TP le C; y,®��' egaur .,fir. ,, s."•.+, .ti pciP € C ir�se. Ip .- irT ,4 lia 1b` iatiP n . ; , fe i a. �( 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 ) E R U s or $7 50 per month The commercial rate is determined at one E R U for each 1 083 square feet The Council by Resolution 93 44 adopted October 12 1993 also authorized the Miami Dade Water and Sewer Department to perform the billing and collection of the stormwater utility fee This service was authorized by Ordinance 93-11 adopted on June 22 1993 and Ordinance 93 11 A adopted October 12 1993 Resolution 93-44 approved by the Council on October 12 1993 authorized the Mayor to execute the agreement The Inter -local Agreement with the County was approved by the Board of County Commissioners on July 26 1994 (R 1235 94) Cost to the Village is 87 per bill The first charges were mailed in August of 1994 Income from the stormwater billing was estimated at approximately $480 000 per year The fees authorized as part of the 1985 Growth Management Act (F S 403 0893) NATIONAL POLLUTION DISCHARGE ELIMINATION SYSTEM (NPDES) The Village executed an Inter -local Agreement as per Resolution 92 31 passed on July 14 1992 with Metro Dade County for the Department of Environmental Resource Management (DERM) to perform the necessary tasks associated with the compliance of the National Pollution Discharge Elimination System (NPDES) A two (2) part permit 191 ‘L.„w n STORMWATER UTILITY FUND FISCAL YEAR 2003 application was required The agreement is dated December 15 1992 The initial contribution was $8 750 for the first part Resolution 93 27 A adopted June 22 1993 authorized the Village to continue with DERM as a joint -permit -fee 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 agreementwas 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 anotherstorm of this magnitude will occur It is quite possible that two (2) or more such magnitude storms could evenoccur 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 192 a e 000000©000000©0©©00000000000000 ©®O STORMWATER UTILITY FUND FISCAL YEAR 2003 This is to say that the design storm will be evacuated from the streets within a 4 to 11 hour period The Village had set a level of expectation of within 24 hours This level of service is based on the drainage wells handling the total stormwater discharge This system however has an overflow capability into eleven existing positive drainage outfalls discharging directly into Biscayne Bay after flowing through a pollution control structure Therefore these flooding durations could be less based on the ability to overflow into these existing outfall systems Although the design storm is based on a once in a five (5) year average the intensity of lesser occurring storms does not cause major reduction in the rainfall intensity Therefore these conditions could occur with minor reductions in the flooding after lesser storms If a greater level of service were desired then the drainage system would have had to be upgraded Our Engineers estimate that if the system pipe sizes are increased a single size the flooding issue would reduce from 4 to 11 hours to 1 to 4 hours and the cost of the system would increase by over $2 5 million The above project description of the level of service was discussed in a letter dated April 18 1994 by Williams Hatfield & Stoner The 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 I d seen in 24 hours since I lived out here In addition Houston commended the Village s stormwater system by saying that portions of the system that were up and running seemed to have been effective in preventing excess flooding The stormwater system had a pretty good test and seems to have served welt 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 193 STORMWATER UTILITY FUND FISCAL YEAR 2003 Before the rainwater has a chance to reach a very high level outfall weirs dispose the stormwater into the sea FLOODPLAIN MANAGEMENT PLAN A Floodplain Management Plan has been completed to address the problem of repetitive loss properties to improve the Village s ability to cope with flood hazards and problems and to gain further points in the Community Rating System for flood insurance coverage The plan pnontizes 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) grantwhich the Village secured competitively in March 1997 The Council adopted esolui ion 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 meetirg 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 o providing permanent funding for the project S 1995 95-3 95 1 1 4 897 1997 97 9 97 1 1 4 527 1998 98 2 98 06 4 327 1999 98 9 99-09 4 137 194 a ©©OCOOOOOOQQO©OOQOOQ©O©©O©OO©O©o©oa® Cm (a' C IC C STORMWATER UTILITY FUND FISCAL YEAR 2003 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 eceives an award of $30 000 195 V®®®®®®®®e©®®0®©0©00©©©©©©©p© ©a© a000 0000® ®® STORMWATER UTILITY FUND FISCAL YEAR 2003 BUDGET Debt Service Schedule fTh r C CY-)00r)0 Total Annual Debt Payment Schedule . Fiscal Year Total STORMWATER Loan Balance F. Principal FUND interest Year $7 200 000 1999 $7 065 000 135 000 00 74 951 01 $209 951 01 2000 $6 940 000 125 000 00 291 784 50 $416 784 50 2001 $6 810 000 130 000 00 286 622 00 $416 622 00 2002 $6 625 000 185 000 00 281 253 00 $466 253 00 2003 $6 430 000 195 000 00 273 612 50 $468 612 50 2004 $6 225 000 205 000 00 265 559 00 $470 559 00 2005 $6 010 000 215 000 00 257 092 50 $472 092 50 2006 $5 785 000 225 000 00 248 213 00 $473 213 00 2007 $5 550 000 235 000 00 238 920 50 $473 920 50 2008 $5 200 000 350 000 00 229 215 00 $579 215 00 2009 $4 835 000 365 000 00 214 760 00 $579 760 00 2010 $4 450 000 385 000 00 199 685 50 $584 685 50 2011 $4 045 000 405 000 00 183 785 00 $588 785 00 2012 $3 620 000 425 000 00 167 058 50 $592 058 50 2013 $3 175 000 445 000 00 149 506 00 $594 506 00 2014 $2 710 000 465 000 00 131 127 50 $596 127 50 2015 $2 220 000 490 000 00 1 11 923 00 $601 923 00 2016 $1 705 000 515 000 00 91 68600 $606 686 00 2017 $1 165 000 540 000 00 70 416 50 $610 41650 2018 $595 000 570 000 00 48 114 50 $618 114 50 2019 $0 595 000 00 24 573 50 $619 573 50 Coupon 4 1367 per annum $7 200 000 Stormwater Construction Facilities Series 1999 Nationsbank N A C 197 STORMWATER UTILITY FUND FISCAL YEAR 2003 BUDGET Rev n es FY 2003 FY 2004 FY 2005 FY 2006 FY 2007 FY 2003 FY 2009 FY 2010 FY 2011 Op at g Reven $528049 $543 379 $543379 $543379 $543379 $543379 $543.379 $543 379 $543 379 I ter st1 m $64826 $57,423 $56 183 $54143 $51276 $48186 $38297 $27 753 $16239 G er I F d C ntrb f on $0 $0 $0 $0 $0 $0 $0 $0 $0 1 18 es $592875 $600802 $599562 $597522 $594655 $591 565 5581 676 5571 132 $559618 Fa/matures Admtry fray Cost $70000 $70000 $70400 $70000 $70000 $70000 $70.000 $70000 $70000 Rep &M f nc $80000 $80000 $90000 $100000 $100000 $100000 $100000 $100,000 $100000 P hpstai R pi m nt $0 $0 $0 $0 $0 $0 $0 $0 $0 P p land l to eel $468613 $470.559 $472493 $473213 $473 921 $579215 $579760 $584,686 $938785 TI IExpe dare R ov (Under] Expendltu B g Ingle de l E gFu dB Inc. $618613 $620559 $632093 $643213 $643921 $749215 $749760 $754686 $758785 ($25 738) ($19 757) (532 531) ($45691) ($49.266) ($157 650) ($16(1084) ($183554) ($199167) $941 140 $915402 $895645 $863114 $817423 5768 157 $610,507 $442423 $258869 $915 402 $895645 $863114 $817,423 $768157 $610,507 $442,423 $258,863 559702 187 Revenues FY2012 FY2013 FY2014 FY2014 FY2016 FY2117 FY201A F79019 Totals Oper t gR $543.379 $543,379 $543379 $543,379 $543,379 $543 379 $543,379 $543,379 $9222113 I ieresf I c m $3 745 $0 $0 $0 $0 $0 $0 $0 $418071 G nedlF dcc 1 b Ion $155,250 $280500 $280500 $348650 $204380 $359210 $367930 $225630 $2222040 Tot I Re u $702 374 $823 879 $823 879 $892029 $747 759 $902574 $911304 $769009 $11 862,224 E pend ire Adm al II C st $70000 $70,000 $70000 $70000 $70,000 $70000 $70000 $60000 $1 180 000 R par&M I a $100000 $100000 $100000 $100000 $100000 $100000 $100000 $100000 $1650000 P mpS1of R pl eme t $0 $0 $150000 $150000 $0 $1150000 $150000 $0 $600000 P nopal and ler it $592059 $594506 $596128 $601 923 $606686 $610417 $618115 $619574 $9530253 Tot 1 E p diture R ue0 (Und )Exp dllur s Begi g F d Bala ce Endl gF dad Assumptions' 5762059 $764 506 $914 128 $921923 $776686 $930417 $938115 $779 574 $12 960,253 ($59 685) $59 373 ($92,249) ($29894) ($28 927) ($27 838) (526,806) ($10565) ($1 098 029) $59 702 $17 $59390 ($32859) ($62 753) ($91 680) ($119 518) ($146,324) $941 140 $17 $59 390 ($32,859) ($62 753) ($91 680) ($1)9518) ($146324) ($156 889) ($154 889) 1 $7 200 000 Stormwater Utility Revenue Bonds issued for 20 years at a fixed rate of 4 136% 2 Operat ng revenue is based on add hone' units only 140 fee increases or new units are antiopated to occur after FY 2004 3 A reserve is established for replacement of the pump stations 4 Deft Is are projected to tart to occur n FY 2014 Available Opt ons to Reduce the Of Contnbutron or Repay the Fund 1 Increase the Stonnwater Fees by the CPI factor 2 Repay the GF with interest after the Bonds are retired in FY 2019 198 ci Qooc©o©Q©©o©o©o©OQo®o©oo®®®®o9 SOLID WASTE AND RECYCLING COLLECTION AND DISPOSAL FUND FISCAL YEAR 2003 MISSION STATEMENT To provide a comprehensive service oriented residential solid waste management service GOAL To provide a comprehensive responsive efficient and effective residential solid waste collection program by providing curbside pick up and recycling and delivery to an approved disposal site to prevent health and safety hazards and protect the environment BACKGROUND The Village Council first reviewed the solid waste and recycling collection and disposal services for single family residences provided by Metro -Dade County at the March 25 1993 Council meeting The intent to transfer the service from Dade County was included in Goals and Objectives established by the Village Council on two (2) separate occasions The transferwas permitted by the Metro -Dade transitional interlocal agreement Section III -A executed December 30 1992 In accordance with Village Goals and Objectives on October 26 1993 Council approved a contract submitted October 19 1993 to study the cost of providing single family residential solid waste and recycling collection services The study analyzed the then current annual fee ($399) levied by Metro -Dade County as compared to an undetermined fee of a Village private contractor In anticipation of providing this service in accordance with the inter local agreement the Village presented the County a transfer notice on April 1 1994 Council discussed the collection program over the fled several months 00000000000000 FIRST FIVE YEAR CONTRACT On May 10 1994 Council authorized staff to draft a Request for Proposal (RFP) The RFP was advertised in the Miami Daily Business Review on June 29 and 30 and July 1 1995 with a pre bid conference on July 8 1995 Six (6) private contractors and the City of Miami submitted proposals on July 22 1994 On August 24 1994 a committee of local municipal officials interviewed all contractors developing a four (4) contractor short list Village Council via Resolution 94 46 adopted December 22 1994 awarded the contract to Industrial Waste Services Inc (presently known as BFI) All parties executed the five (5) year contract on December30 1994 with services beginning on January 2 1995 This contractends 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 Apnl 11 1995 Resolution 95 9 established the annual fee at $199 per year which is one of the lowest annual solid waste and recycling fees in Miami Dade County This fee reduction translated into a $200 annual savings for Village residents Ordinance 96-3 adopted April 9 1996 established a 5% late fee 1/2% monthly interest charge and a 10% lien fee for delinquent bills 199 SOLID WASTE AND RECYCLING COLLECTION AND DISPOSAL FUND FISCAL YEAR 2003 1 1995 2 1996 3 1997 4 1998 5 1999 6 2000 7 2001 Monthly Annual 7 Cumulative Monthly Annual Increase Increase Increase $1373 $16476 — $1391 $16692 $018 $1411 $16932 $020 $1425 $17100 $014 $1446 $17352 $021 $1677 $20135 $231 $17 17 $206 04 $0 40 PROJECTED 131 1 44 0 99 1 47 1600 020 $0 18 $0 38 $0 52 $0 73 $3 04 $3 44 YEAR 2003 2004 2005 Startmg Fund Balance $116408 $119621 $117837 Revenue $286 000 $286 000 $286 000 Contract Expenses 266 787 270 784 274 781 Admin Expenses 16 000 17 000 18 000 Total Expenses 282 787 287 784 292781 EOY Net Inc /loss 3 213 1 784 6 781 EOY Balance $119621 $117837 $111056 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 $12 00 per cubic yard upon request SECOND FIVE-YEAR CONTRACT Resolution 99 28 adopted Apnl 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 nonrenewal of the agreement by the Village The advertisement appeared in theMiami Business Review on July 1 1999 On July 8 1999 the Village held a pre bid meeting to discuss the Solid Waste and Recycling Collection Request for Proposal Waste Management Inc and BFI Waste Management of North Amenca Inc submitted RFPs on July 22 1999 200 ©®©©Q©QQQ©Q©Q©©©Q©Q©QQ4d©©®©®000GOGe 0 ii SOLID WASTE AND RECYCLING COLLECTION AND DISPOSAL FUND FISCAL YEAR 2003 A memorandum dated August 17 1999 to the Village Council from the Manager recommended a five (5) year contract be awarded BFI Waste Systems of North America provided the annual refuse fee is increased to $220 from $199 Resolution 99 74 (September 9 1999 authorized the Village Manager to negotiate a new five year contract Resolution 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 t", �.s cat C ~ y"t - ENTERPRISE FUND SOLID WASTE ru RECYCLING COLLECTION FUND ~ " Description s # ,;a x� Actual FY 1997 Actual FY 1998 Actual FY 1999 Actual FY 2000 Adopted FY 2001 Adopted FY 2002 Adopted FY 2003 Operating Revenue $260 862 $261 088 $269 454 $286 522 $291 701 $292 000 $292 000 Interest income 7 956 305 1 558 5 602 3 293 4 000 4 000 x Total Revenues $268 818 $261 393 $271 012 $292 124 $295 094 $296 000 $296 000 F p rtditures Contractual Services 2 $233 057 $222 904 $230 136 $269 292 $260 736 $260 652 $263 789 Administrative Costs 17 070 15 000 16 000 36 660 3 444 27 000 15 000 Total Expenses 250 127 237 904 246 136 305 951 264 180 287 652 278 789 Esttrnated Fund Balance $66 311 $89 800 $114 676 $100 848 $131 662 $148 873 $166 084 1 Penalty 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 Amenca 201 w®®w®®©©QQCJ®®®Q©Q©a©© ©QQ©©©®© ©OQ©©©Q©UO® ®a© SANITARY SEWER IMPROVEMENT FUND is C r r FISCAL YEAR 2003 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 Honda Department of Community Affairs at the Village Council Meeting of November 9 1999 202 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2003 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 soilconditions on Key Biscayne are not proper forseptic tanks the setback 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 bysewer and one from an area served byseptic systems The levels of fecal coloforms were very high in the area sewed by septic systems in comparison with the areas sewed by sewer This is an indication that human or warm blooded animal waste has been contaminating the water Harmful pathogens are present in the water Having a sewer system is a cleaner solution and it will protect the environment From a public health standpoint a sewersystem is the appropnate system If you are on septic any addition to your existing home is almost impossible 203 a o o AAGGQQQQ®A®®®®QA®QQ“iiii10Q©A®8A®0®®iii®®®®0® SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2003 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 2 56% interest for the total capital cost of the project There is no assurance if the Village does not avail itself of this financing that a comparable opportunity to build and finance the system will be available at this rate in the future 2 INFORMATION CONVEYED TO AFFECTED HOME OWNERS The above information was delivered to homeowners as part of a packet of information dated January 29 1998 for a Sanitary Sewer Information Workshop held on February 5 1998 Where appropriate the information was updated and was forwarded to the community pnor to the October 5 1999 workshop An additional 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 FC C C 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) 204 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2003 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 February5 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 ($7 218 228) or a total estimated at $7 941 990 00 Based on this estimate the average assessment for each property is $5 624 64 with the Village assuming 50% of the cost or $5 624 64 for a total cost of $11 250 The Loan would be repaid over a 20 year period at an annual fixed interest rate of 205 o C II o Q©OCOOQOOQOOOQ©©©OOO®OO©©®AA®®®®®AA®® SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2003 (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 would be $509 874 00 A breakdown and detail of the loan repayment and securitization are discussed in the Financing Plan ra• Q ``� 2) The requisite construction permits have been secured and r 0 3) An Inter local Agreement with Miami Dade County for the management and maintenance of the completed system has been executed C 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 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 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 J The breakdown of the Pre Construction Loan as reflected in the Loan r" Agreement is as follows Administrative Allowance Planning Allowance Allowance for Engineering o Loan Repayment Reserve Loan Service Fee C Total Pre Construction Project Costs $ 39 600 00 198 000 00 422 400 00 19 800 00 30,762 00 $ 723,762 00 206 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2003 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 covering 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 Priority 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 20 1999 The financial information in this report reflects the results of this review and provided the basis for the amendment of the loan agreement that covers construction phase activities d Summary of Pre Construction Phase Legislation (1) Ordinance 96 6 adopted June 25 1996 authorized the Village staff to proceed with the pre construction phase of the project The Council authorized the drawdown of the $723 762 00 in pre construction funds April 16 1998 The funds were received Apnl 14th and November 4 1998 (2) Resolution 98-47 August 25 1998 authorized the execution of Amendment #1 to the Agreement deferring loan repayment activities in expectation of additional financing required to cover construction phase work (3) Ordinance 99-9 adopted November 9 1999 among other actions and findings (a) Formally authorized the filing of the second loan application (b) Pledged Village and Special Assessment revenues for the repayment of the loan (c) Authorized the Village Manager to execute Amendment #2 to the 207 000c000000000000000©o00000000000000® SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2003 Pa' C C 0 ') C C. C C C' C 0 C C C C C 0 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 (b) Declares the Intent to impose special assessments to cover the cost of the improvements (c) Indicates the nature location and estimated cost of the improvements (d) Provides that a certain portion of the cost of the improvements will be paid by Special Assessment (e) Provides the manner in which the Special Assessment will be made 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 (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 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 208 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2003 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 $135 per quarter or $540 annually The more water consumed the greater the sewer cost Additional installation of water meters for sprinklers and pools would reduce the total wastewater bill since only the water entering the 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 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 209 a C C C C O C O 0 J' Q Q O a C O a C Q Q C SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2003 9 1998 REFERENDUM f-1 r - C C C' IC C C C C C C C C C Resolution 98 1 January 13 1998 authorized a mail ballot referendum February 24 1998 on the proposed sanitary sewer collection system construction project at an estimated cost not to exceed $8 4 million Resolution 98 2 January 13 1998 supported the sanitary sewer improvement project A fact sheet reviewed by the Village Council at the January 29 1998 Council Meeting was sent to the 706 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 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 210 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2003 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 b c d 1 396 out of the Village s 4 294 registered voters about a third (32 51%) turned out to vote 52 76% or 689 voted yes and 617 voted no for the charter amendment (i e Question # 1) 54% or 681 voted against the repeal of the enabling legislation (i e Question # 2 Ordinance 99-3) 580 yes (46%) 62 84% or 820 voted against and financing (ie Question #3) 5 (37 16%) voted for repealing the State 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 authorized the Village to proceed with project without requiring any election of the property 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 18 211 C o C 0 o o o o O o C O o o o o a o o C o o o 0 C SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2003 The State Department of Environmental Protection notified the Village the Department would be holding a public hearing on April 18 2001 to set the Prionty 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 m unless the Village made progress towards implementing the assessment process r-\ The Special assessments are included in the Loan Agreement The Mayor called a Special Meeting for April 6 2001 to set another date May 8th for a public heanng for the project Resolution 2001 26 set the date and repealed Resolution 2001-18 which had postponed the project to October 1 2003 The loan was cancelled F , during Fiscal Year 2002 and in November of 2002 a prepayment of $332 000 was made 11 SPECIAL ASSESSMENT FOR THE SANITARY SEWER CONSTRUCTION PROJECT C- Ordinance 99 3 adopted April 20 1999 permits a special sanitary sewer assessment to be levied and collected Assessment rules were being adopted in 1999 The original capital financing plan special assessment rules were amended on four occasions a On February 10 1998 to permit the twenty (20) year plan to be transferred to the new owner when a house is sold b On April 14 1998 when Council authorized the Village Manager to develop a program to assist home owners to avoid financial hardships caused by this program (A financial hardship is defined in Ordinance 99 3 Section 29 1 18) c On April 14 1998 when the Council amended the financing plan to contribute 5% of the total project costs from the General Fund This contribution reduces the special assessment cost to the homeowner and C 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 by properties served by the project and for the preparation of an Assessment Roll C e Resolution 99 92 November 9 1999 adopted the special assessment e -- regulations and rules C C 212 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2003 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.? 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 protect The total cost based on engineering estimates and State DEP reviews is $7 941 990 00 including all pre construction direct construction hard and related costs A further cost breakdown is found in the financing plan Based on this estimate the average assessment for each property is $5 624 64 with the Village assuming 50% of the cost If financed and amortized over 20 years at the 2 56% interest rate the cost is about $361 00 per year 14 WATERLINE 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 If the existing water system is replaced simultaneously by the same contractor who 213 Q o IL IL C 00000000000000000000000000000000000 r (, • es - C C' r", C C SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2003 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 214 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2003 Advertise for Bid August 2 1999 6 Award Contract November 16 1999 (Resolution 99 9) 2 Pre -Bid Meeting August 10 1999 7 Notice to Proceed TBD 3 Bid Opening September 7 1999 8 Pre Construction Meeting TBD 4 Council Receives Bids September 14 1999 9 Start Construction TBD 5 Council Workshop &Special Meeting October 5 1999 10 Completion TBD Bid valid for one hundred twenty (1201 days from September 14 1999 Bids extended 240 days from passage of Resolution 9993 November 16 1999 Project start extended to November 16 2000 by Resolution 200035 Protect start as of Mdy 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 authonzed the contract to be awarded subject to a referendum on the project 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 Ric Man International Corrected Bid Zone 1 $1 546 4)7 45 Corrected Bid Zone2/3 $3 753 807 96 Corrected Bid Zone 4 $ 513 707 46 Cor Bid Zone l& 2/3 $ 5 300 215 41 Cor Bid Zone 1&4 $ 2 060 114 91 Cor Bid Zone 2/3 &4 $4,284,605 64 Corrected All Zones $5 813 922 87 Metro United Central Florida Equipment Engineenng Equipment Foster Manne Service Corp Rentals $1 506 901 00 $4 096 120 35 $ 505 478 40 $5 603 030 35 $ 2,012,388 40 $4 601 598 75 $6 108 508 75 $1 783 575 15 $4 593 784 70 $ 528 719 42 $6 377 359 85 $2 312 294 57 $5 122 504 12 $6 906 079 27 $1 479 874 10 $ 3 801 300 09 $ 577 806 92 $ 5,281,174 19 $ 2 057 681 02 $ 4,379 107 01 $ 5 858 981 11 $2 160 670 54 $5 962 366 84 $ 777 976 62 $8 123 037 38 $ 2 938 647 16 $ 6 740,343 46 $8 901 01401 Low Bid $1 479 874 10 $3 753 807 96 $ 505 478 40 $5 281 174 19 $2 012 388 40 $4 284 605 64 $5,739,160,46 Two contracts were awarded and approved by Resolution 99 93 adopted November 16 1999 as follows • Ric Man International for Zones 2 3 & 4 • United Engineering Corp for Zone 1 Total 215 $4 284 605 64 $1 479 874 10 $5,764,479 74 ©000000000000©000000000000000000© SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2003 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 matenals costs from recent sewer project bid prices and applying them to this contract 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 was $7 941 990 00 The loan was subsequently cancelled and a prepayment of $332 000 was made in November 2002 • $76 548 in capitalized interest • $679 800 in pre construction costs and expenses already disbursed to the Village • $13 200 in service fees 216 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2003 b LOAN TERMS • The loan is amortized over a 20 -year period with an interest rate of 2 56% resulting in semiannual Loan Payments in the amount of $14 067 07 or $28 134 14 annually • This results in a total annual loan obligation of $33 760 97 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 Sharing Distributions Assured through annual covenants to budget as necessary to cure up any debt service shortfall including maintenance of 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) Payment into the State Revolving Loan Repayment Account (SRLR) of $28,134 14 annually by the Village of Key Biscayne from its General Fund This amount represents the total annual debt service (before 20% coverage) The $28 134 14 is to be funded as a General Fund outlay Accordingly the $28 134 14 in revenues will be paid into the SRLR Account under an annual appropriation from the Village s General Fund Such payment is a source of revenue in addition to the State Revenue Funds pledge This pledge is reflected in Village Ordinance No 99-9 and Village Resolution 99- 92 217 C C C C C C d C d o o o o C O o o o o 6 0 C C o 0 0 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2003 (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 A deposit by the Village into the Loan Repayment Reserve Account in the amount of $13 127 00 representing about 3% of the loan The Loan Repayment Reserve from Loan Proceeds also in the amount of $13 127 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) 0 Given a debt service requirement of $28 134 14 it is evident that 120% �- coverage of this debt service or a minimum of $33 760 97 is clearly achievable C 0 0 0 C (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 S13,127 to be paid into the SRLR by the Village matching the same amount provided as part of the budget funded with loan proceeds (b) The S13,127 00 to be derived from loan proceeds and 218 C SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2003 (c) The State Revenue Sharing funds available in the SRLR i e $125 324 00 (performing double duty as a source of revenue as well as an element of loan repayment reserves) To recap this represents a total of $560 924 00 or better than a year of debt service to deal with a worst case zero revenue situation • Village Deposit into SRLR • Reserves included in SRLR • State Revenue Sharing Total Reserves d SANITARY SEWER PROJECT FINANCIAL REQUIREMENTS $13 127 00 13 127 00 125,324 00 $151,578 00 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 was revised and contemplates a loan of $437 548 to be repaid over a 20 -year period and a debt service obligation of the Village calculated under said Loan Agreement of $28 134 14 in semi annual payments of $14 067 07 beginning April 15 2003 The interest rate is 2 56% 219 ©4O©o©4OO©©®©©©O©O©OOOOQO00000ceo©ncje ireAtte y. O N N 1. CCU ( CUU 5floQO©QO O00 000co ©QOQO©O ©ooc 000 0©O©OO O()®©O MILESTONES FOR THE VILLAGE r"\ 2., '< .,. „. Irtc©rporation Yes= 11653 No= 1 137 s, �d %3yFEj•."r'R .asr .Ss �`mi2*a Mavernberfi 1990 Charter Adoption Yes= 1 124 No= 541 June 18 1991 Date of First Council Electron September 3 1991 First Council Meeting September 23 1991 Ordinance 92-8 (Local Planning Agency) February 25 1992 Village Manager Hired March 2 1992 Beautification Program Initiated May 12 1992 Mission Statement Adopted June 6 1992 Transition Agreement approved by Village Council June 9 1992 Ordinance 92 14 (Special Master) June 23 1992 Village Offices Dedicated June 25 1992 Recreation Department Operational July 20 1992 Police Chief Hired August 17 1992 HURRICANE ANDREW ($2 212 725) August 24 1992 Building Zoning and Planning Deparfment.7perationch September 1 1992 Calusa Park Exchange Unofficially Given to Village October 20 1992 ORDNANCE 93-2 (FEMA Flood) January 5 1993 Village Government Recognized by ICMA January 28 1993 Police Department Operational Y March 1 1993 Resolution 93 08 (Opted out of Miami -Dade Fire District) March 9 1993 Organizational Chart Adopted i April 27 1993 Fire Referendum Yes= 752 No=1 313 April 27 1993 Fire Rescue Chief Rued -. May 17 1993 Village Seal Adopted June 8 1993 Stormwater Utility Fund created June 22 1993 " Police Station at 85 West Enid Drive Operational August 25 1993 Stormwater Master Plan Adopted { ? * September 14 `7°993 Fire Rescue Department Operational October 1 1993 221 MILESTONES FOR THE VILLAGE 200 Crandon Boulevard structure Demolished August 13 1994 RESOLUTION 94-38 (Naming Village Green) ORDINANCE 95-8 (Master Plan Final Adoption) September 12 1995 Solid Waste & Recycling Collection Service Inception Stormwater Sewer Construction Project Commenced Land Purchase Straw Ballot 1) Community Center 2) Village Offices 3) Police/Fire Facilities Y= 706 N= 775 I= 430 N= 938 Y= 584 N=830 Sidewalk Construction Program initiated Statewide Catastrophic Response and Recovery Mutual Aid Agreement executed Charter Election 24 Amendments approved by voters ORDI[ AA,tCE 97 21 (Firq/ Police Retirement Plan) October 11 1994 January 1 1995 une19 1995 arch 12 1996 222 Ofl000000000000000000000©©©© 3 a 0 0 a C o C c F"^ MILESTONES FOR THE VILLAGE r C 0 C C C C 0000000 Lake and Ocean Parks dedicated to the Village February 20 1998 Sanitary Sewer Ballot , Yes= 172 No=197, t• v )ebr)ary Z4 1998 ood nJ@2 nagement-Kan adopted {Resalutron98t8) ' ApnF 8'1998 ,,°' Mayor Term Referendum Yes= 286 No=646 June 30 1998 CRS Rating 7 approved by-FEMA = Match 5 1998 County School Board approves K8 April 28 1998 Fire Rescue Department receives Accreditation September 10 1998 ORDINANCE 98-9 ($7 2 Million Stormwater Bond 4 13%) October 27 1998 ORDINANCE 98-10 (Sanitary Sewer Improvement Fund) October 27 1998 ORDINANCE 993 (Special Assessment Procedures) April 20 1999 Mashta Bndge Dedication May 26 1999 ORDINANCE 996 ($10 Million Civic Center Bond 472%) June 22 1999 East End Drive Reconstruction Completion July 20 1999 CRS Rating 6 approved by FEMA August 25 1999 New Council Chamber opened August'31 1999 Swale Referendum Yes= 380 No= 967 October 5 1999 1 Special Assessment Charter Amendment ¥689 1%1 619 '2 Repeal Ordinance99 3(Assessmentj Y-580 N-681 3u Reperar Ordinance 99=9 (Loan) Y-485 N 820 May 16 2000 . ORDINANCE 2000 2 (20 M P H Maximum Speed Zone) March 14 2000 560 Crandon Boulevard Acquisition September 21 2000 Ordinance 2000-8 ($10 Million Civic Center) July 11 2000 Ocean Park Phase One Construction Completion August 2000 Village Green Fountain 3 June 10 2001 Gazebo Bandstand July 2001 A { ' a'' M Tenth Anniversary Celebration ' rl*TCV`.,.r September 2001 Vailage Manager hired May 6.2002 Police/Administration Building & Fire Station Dedication October 28 2002 223 a©©©©©0© 0®0 ©©®© ®®®®®00®®©0 0® ®® ®0 0®0®®00(00 HURRICANE PREPAREDNESS AND RECOVERY PLAN FISCAL YEAR 2003 r " humcanes 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 Located in the center of the southern -most U S barrier island situated in the path of powerful In the wake of HurncaneAndrew 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 C �^ 2 Completed May 1994 the Emergency Response Plan (ERP) outlines Village hurncane 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 Agreementfor Catastrophic Disaster Response and Recovery between the Florida Division of Emergency Management and the Village Thisigreementalows for reciprocal aid and assistance in times of emergencies The Village received an executed `s copy of this agreement from the Director of Emergency Management on October29 1996 C OC)Offl00000GOGOC 4 The 1996 locally produced hurricane 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 preparationand protection guide 5 In June 1997 the Village purchased a generatorcertified 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 EmergencyOperations Center (E 0 C ) 6 In July 1997 a voice mail information system became operational enabling Village residents to obtain current governm ental information by dialing (305) 365 -NEWS This system enhances the Village ability to inform residents of pre -incident and post -incident actions 7 The first group of 25 Community Emergency Response Team (C E R T) members completed the six week training course on August 27 1998 The C E R T program is designed to train a group of 10 to 15 members of a neighborhood apartment/condominum complex, or similar residential area to prepare for and respond after a disaster The second 14 member class completed their training on December 19 998 225 HURRICANE PREPAREDNESS AND RECOVERY FISCAL YEAR 2003 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 docum ent 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 Countycoasthne 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 Are Chief John Gilbert attendedthe annual Governor s Hurricane Conference in April 1998 as well as a seven day extended course sponsored by the Miami Dade County Office of Emergency Management in May 1998 10 In July 1998 the Village of Key Biscayne and the Ocean Club reached an agreement whereby the oceanfront development would provide manpower and equipment to clear road debris and provide post hurricane headquarters to the Village Government at no cost Ocean Club Project Superintendent Mr RickChitwood acts as our contact as well as helps assess damages and orchestrate the first stage of recovery This is believed to be the first private -public agreement of its kind in Miam+Dade County 11 The President of the United States issued an emergency declaration on September22 1998 making the Village eligible for disasterreheffunding for HurricaneGeorges Resolution 98-60 adopted December 8 1998 authorized the Village Manager to execute the Disaster Relief Funding Agreement for $112 924 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 $112 924was deposited The Village will utilize this fund for hurricane planning and improvement of the Emergency Management Plan 14 At the nomination of the Village Ocean Club Project Superintendent Mr Rick Chitwood received the 13th Annual Governor s Hurricane Conference Corporate Award on June 9 1999 for his knowledge and expertise in the principles of emergency management and hazard mitigation 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 226 00000000© 0 CC El it C C AWARDS AND RECOGNITION FISCAL YEAR 2003 The Village of Key Biscayne accomplished numerous goals and objective m 2002 Since incorporation various Departments have received the following highlighted accolades for their efforts and final products f � C C C C C C r C * Village Council 1998 Wal Mart American Hometown Leaders Award Councilmember Betty Q Sime * Office of the Village Manager 1999 FGCA Award I998 Annual Video Report Village of Key Biscayne Our Island Paradise 1999 3CMA Savvy Award of Excellence Best One Time Video 1998 Annual Video Report Village of Key Biscayne Our Island Paradise 1998 City Hall Public Information Contest Grand Award Key Biscayne Heritage Trail Brochure 1998 American Association for State and Local History (AASLH) Certificate of Commendation Key Biscayne Heritage Trail 1997 Aventura Chamber of Commerce First Annual Pacemaker Award C Samuel Kissinger Village Manager 1997 Society of Public Administration South Flonda Chapter Professionalism in Government Award C Samuel Kissmger Village Manager Florida Division of Recreational Parks 1997 Certificate of Award for contributions to Bill Baggs Cape Florida State Recreation Area 1996 City Hall Public Information Contest Grand Award Five Year Progress Report * Police Department 1998 City Hall Public Information Contest Grand Award Bicycle Safety Video Street Wise * Buildmg, Zoning & Planning Insurance Services Organization (ISO) Rating of 3 (highest given to a Miami Dade County Municipality) 1992 1999 1998 FGCA Bronze Award Community Relations Civic Design Charrette * Public Works Department The Flonda Urban Forestry Council 1997 County or Municipal Program Grand Award The Florida Institute of Consulting Engineers selected the Mashta Island Bridge for an Honorable Mention Award 2000 * Finance Department Government Finance Officers Association (GFOA) of the Umted States and Canada Distinguished Budget Presentation Award 1993 2002 Government Finance Officers Association (GFOA) of the United States and Canada Certificate of Achievement for Excellence in Financial Reporting 1992 2001 Fire Rescue Department 1999 Life Safety Achievement Award Residential Fire Safety Institute Commission on Fire Accreditation International Accredited Agency 1998 2003 International Association of Fire Chiefs Life Safety Achievement Award 1996 1999 Insurance Services Organization (ISO) Classification Change Class 4/9 to a Fire Protection Class 3 1999 First Fully Paramedic South Florida Fire Service 1995 227 ©©©©© ©©© ©©A® ®a® ©®®®® D®®®®eo®®®ct5e®®out3t3it®®® VILLAGE OF KEY BISCAYNE LOCAL ELECTED OFFICIALS ELECTED COUNTY OFFICIALS 1 Miami Dade Mayor The Honorable Alexander Penelas Stephen P Clark Center 111 Northwest First Street Suite 2910 Miami Flonda 33128 Tel 375 5071 Fax 375 3618 www metro dade com II County Commissioner (District Seven) 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 III Distnct Office Maria Elena Levrant 2000 Southwest 27th Avenue Suite 102 Miami Honda 33145 Tel (305) 529-0599 Fax (305) 529 1188 E Mail district7@co miami dade fl us Web Page www co Miami-dade fl us/district7 Miami Dade County School Board (Distract Six) The Honorable Agustin Barrero 1450 N E Second Avenue Suite 202 Miami FL 33132 Tel (305) 995-1334 Fax (305) 995-1572 Team Metro Office Suzanne Sahchs Regional Coordinator Kendall office Kendall Town & Country 11820 Sherri Lane Miami Florida 33183 Tel (305) 270-4979 HTTP /pfd metro co dade fl us ELECTED STATE OFFICIALS IV Governor The Honorable Jeb Bush Executive Office of the Governor The Capitol Tallahassee Flonda 32399 0001 Tel (904) 488 4441 Fax (904) 487-0801 MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 229 VILLAGE OF KEY BISCAYNE LOCAL ELECTED OFFICIALS V Senate (District 35) The Honorable Gwen Margolis (D) Aide Karen Simon Tallahassee Office Room 400 Senate Office Building 404 South Monroe Street Tallahassee Florida 32399 1 100 Tel (850) 487 5121 Fax (850) 921 7546 Miami Office 301 41 n Street 3 d Floor Miami Beach Florida 33140 Tel (305)535 5432 Fax. (305)535-5435 Email margolisgwen web@flsenate gov VI House of Representatives (District 107) The Honorable Gustavo Barreiro (R) Tallahasse Office Room 300 House Office Building 402 South Monroe Street Tallahassee Flonda 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 A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 0000000000000000 C OD 0 of OD 0 GD C 230 VILLAGE OF KEY BISCAYNE LOCAL ELECTED OFFICIALS IX United States House of Representatives (District 18) The Honorable Ileana Ros Lehtinen (R) G03000,)C)00 ")0C 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) 725 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 A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 231 Q®®®®®O®QQQ®®©©U Q©© ©©©0©©QQo a©Q©©©o©000 ©®©© 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 C Account. A term used to identify an individual asset liability expenditure control revenue control encumbrance control or fund balance Accountability The state of being obligated to explain actions to justify what was done Accountability requires the justification for the raising of public resources and the purposes for which they are used Accounting System The total structure of records and procedures which discover record classify summarize and report information on the financial position and results of operations of a government or any of its funds fund types balanced account groups or organizational components G00000000300000000020 Accrual Basis of Accountinq The method which records revenues when earned (whether or not cash is then received) and records expenditures when goods or services are received (whether or not cash is disbursed at that time) Activity Departmental efforts which contribute to the achievement of a specific set of program objectives the smallest unit of the program budget Actual Prior Year Actual amounts for the fiscal year preceding the current fiscal year which precedes the budget fiscal year Adopted Budget The financial plan adopted by the Village Council as an ordinance which forms a basis for appropriations Ad Valorem Tax Property taxes calculated as a percentage of the value of real or personal property The percentage is expressed in mills (thousandths of dollars) Allocation The distribution of appropriated funds to a particular Fund or Department level authorized to incur obligations Appraise To estimate the value particularly the value of property Appropnathon The authorization by the governing body to make payments or incur obligations for specific purposes 232 —u 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 governments which have monetary value Assets may be tangible or intangible and are expressed in terms of cost or some other value Probable future economic benefits obtained or controlled by the government as a result past transactions or events B Balanced Budget Occurs when planned expenditures equal anticipated revenues In Florida it is a requirement that the budget submitted to the Village Council be balanced Balance Sheet The basic financial statement which discloses the assets liabilities and equities of an entity at a specified date in conformity with GAAP Basis of Accounting A term used to refer to when revenues expenditures expenses and transfers and the related assets and liabilities - are recognized in the accounts and reported on the financial statements Specifically it relates to the timing of measurements made regardless of the nature of the measurement on either the cash or accrual method Basis Points The measure of the yield to maturity of an investment calculated to four decimal places A basis point is 1/100th of 1 percent (01 percent) Beach Nourishment The maintenance of a restored beach by the replacement of sand Bond A written promise to pay a designated sum of money (the principal) at a specific date in the future along with periodic interest at a specific rate The payments 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 233 000®©®000000©©©©00000 o C C C C C C C C cc c e C FINANCIAL TERMS 0 0 Bonded Indebtedness Outstanding debt by issue of bonds which is repaid by ad valorem or other revenue Bond Rating A rating (made by an established bond rating company) from a schedule of grades indicating the probability of timely repayment of principal and interest on bonds issued Budget (operating) A plan of financial operation embodying an estimate of proposed expenditures for a given fiscal year and the proposed means of financing them (revenue estimates) The term is also used for the officially authorized expenditure ceilings under which a government and its departments operate usually one year Budgetary Basis This refers to the basis of accounting used to estimate financing sources and uses in the budget This generally takes one of three forms GAAP cash or modified accrual Budget Calendar The schedule of key dates which the Village follows in the preparation and adoption of the budget Budget Document (Program and Financial Plan) The official written statement prepared by the Village staff reflecting the decisions made by the Council in their budget deliberations Budget Message A general discussion of the proposed budget wntten by the Village Manager to the Village Council The message provides the Village Council and the public with a general summary of the most important aspects of the budget Budget Ordnance The schedule of revenues and expenditures for the upcoming fiscal year which is adopted by the Village Council each year Budget Process The process of translating planning and programming decisions into specific financial plans C Capacity A measure of an organization s ability to provide customers with the demanded service or products in the amount requested and in a timely manner 234 0 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 orsignificantly increase their useful life Also called capital improvement Capital Projects Budget A fiscal year budget for capital expenditures i e items or projects of significant value with a probable life of one or more years and the means of financing them Cash Basis The accounting method which records revenues when they are received in cash and records expenditures when they are paid Cash Management The process of managing monies for the Village to ensure maximum cash availability and maximum yield on short term investments of idle cash Cerhoran A judicial proceeding to review an assessment of real property Consumer Price Index (CPI) A statistical description of price levels provided by the U S Department of labor The index is used as a measure of the increase in the cost of living (i e economic inflation) Consolidated Budget The consolidated budget section contains a summary of all Village funds and all revenues and expenditures Contingency Fund Account An appropriation of money set aside for unexpected expenses The amount needed is transferred by Village Council action to supplement an appropriate expenditure account if necessary Contractual Services Services rendered to a government by private firms individuals or other governmental agencies Examples include utilities rent maintenance agreements professional consulting legal and auditing services 235 000000000000©000 0 0 e '' z e C C C tlt FINANCIAL TERMS Cost Shannq The contribution that a grantee must make to help fund the total cost of a project , r r County Wide Service Area Miami Dade County is the regional government for all residents of the county As the area wide government the county has the responsibility to provide certain services to all residents The countywide services include public health care (Jackson Memorial Hospital) sheriff pits courts mass transportation (Motorail) environmental protection certain parks and public works activities elections tax collection property appraisal and social service programs The revenue to pay for countywide services comes from property and gas taxes licenses charges for services intergovernmental aid fines and forfeitures transfers and interest earnings Emergency Management Trauma Coordination and Air Rescue are part of the Miami Dade Fire Rescue Department but are classified as county wide services and therefore are in the countywide budget not in the Fire Rescue District budget All of these services are provided for all residents (and visitors) in the county regardless of where they live Current Revenues Those revenues received within the present fiscal year Customer The recipient of a product or service provided by the Village o D RaI 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 Deprec►ahon Expiration in the service of life of capital assets attributable to wear and tear deterioration action of the physical elements inadequacy or 236 0 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 Fringe) Benefits Contnbutions made by a government to meet commitments or obligations for employee fringe benefits Included are the governments share of costs for Social Secunty and the deferred compensation medical legal disability and life insurance plans Encumbrance Commitments of funds for contracts and services to be performed When encumbrances are recorded available appropriations are correspondingly reduced These funds cease to be an encumbrance when paid and become a disbursement Enterprise Fund Funds established to account for operations which are financed and operated in a manner similar to private enterprises The intent is that the expense of providing services to the public on a continuing basis (including depreciation) be financed or recovered pnmanly through user fees Equity Balance remaining after liabilities are deducted from assets Equity Funding Funding is accomplished with available resources and does not include leveraged resources Project funding is dictated by the availability of cash Estimated Revenues Projections of funds to be received during the fiscal year Expenditure An expenditure is an outlay of money It includes the cost of goods delivered or services provided including operating expenses capital outlays and debt service They also include such things as paying salaries of police fire and others purchasing materials electricity water and gas and making long-term debt payments 237 • e ID 4 a a C a C C o o C C o C 0 C C C 0 C Q C 0®09©000000 rTh FINANCIAL TERMS F F' Federal Emergency Management Agency (FEMA) Federal agency responsible for the overall coordination of federal disaster response and recovery activities including public assistance programs r n Final Budget Term used to describe revenues and expenditures for the upcoming year beginning October 1st and ending September 30th as adopted by the Village Council Financial Policy A government s policies with respect to revenues spending and debt management as these relate to government services programs and capital investments Fiscal policy provides an agreed upon set of principles for the planning and programming of government budgets and their funding The Village policy was adopted August 10 1993 Financial Terms A glossary of specialized financial terms Fiscal Year The 12 month period to which the annual budget applies The Village s fiscal year begins October 1st and ends on September 30th Fixed Assets Assets of long term character that are intended to continue to be held or used such as land buildings machinery furniture and other equipment Franchise A special privilege granted by a government permitting the continuing use of public property such as city streets and usually involving the elements of monopoly and regulation Franchise Fees Fees levied by the Village in return for granting a privilege which permits the continual use of public property such as city streets and usually involves the elements of monopoly and regulation 4J. Full Faith and Credit A pledge of government s taxing power to repay debt obligations Fund An independent fiscal and accounting entity with a self balancing set of accounts Funds are established to attain certain objectives or to simply segregate ("; activities Examples are the General Fund Refuse Collection and Recycling Fund �- the Stormwater Utility Fund and the Sanitary Sewer Fund Fund Balance The excess of entity s assets over liabilities for a fund A negative o fund balance is sometimes called a deficit C` 238 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 pnmary authoritative body on the application of GAAP to state and local governments is the Governmental Accounting Standards Board (GASB) General Fund The fund that is available for any legal authonzed purpose and which is therefore used to account for all revenues and all activities except those required to be accounted for in another fund Note The General Fund is used to finance the ordinary operations of a governmental unit The entity receives revenue from specific sources and spends it on specific activities General Ledger A book file or other device which contains the accounts needed to reflect the financial position and the results of operations of an entity In double entry bookkeeping the debits and credits in the general ledger are equal therefore the debit balances equal the credit balances General Obligation Bonds Bonds for the payment of which the full faith and credit of the issuing government are pledged In issuing general obligation bonds the Village of Key Biscayne pledges to levy whatever property tax is needed to repay the bonds for any particular year General Obligation Bonds cannot be issued without voter approval and are usually issued with maturities of between 15 and 30 years GFOA Government Finance Officers Association An organization founded to support the advancement of governmental accounting auditing and financial reporting Goal A long-term attainable target for an organization An 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 sub department 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) 239 ©©0c0000©©©000000000000000000000000000000 I FINANCIAL TERMS 1 <' C r 0 C C C C C C 0 r 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 district s 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 M►Ilade 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 $50 240 r� C FINANCIAL TERMS in taxes are assessed and if the millage rate is 10 then $500 in taxes are assessed Mission A description of the scope and purpose of a Village department Modified Accrual Accounting A basis of accounting in which revenues are recorded when collectable within the current period or soon enough thereafter to be used to pay liabilities of the current period and expenditures are recognized when the related liability is incurred N Non Departmental Appropriations (Expenditures) The costs of government services or operations which are not directly attributable to Village Departments 0 Objective A specific measurable and observable result of an organization s activity which advances the organization toward its goal Objects of Expenditure Expenditure classifications are based upon the types or categories of goods and services purchased The Village s are 100 - Personal Services (salaries and wages) 200 - Payroll Related Expenses (payroll taxes retirement contributions health and insurance benefits workers compensation insurance) 300 - Professional and Other Contracted Services 400 - insurance rentals utilities postage advertising printing maintenance 500 Supplies Publications Dues 8( subscriptions 600 - Capital outlay (land buildings improvements equipment construction -in progress) 700 - Debt Service (Principal and Interest) 800 Grants to Other Governmental Units and/or Private Organizations 900 - Interfund Transfers Contingency Obligations Amounts which a government may be legally required to meet out of its resources They include not only actual liabilities but also encumbrances not yet paid Operating Budget The Village s financial plan which outlines proposed expenditures for the coming fiscal year and estimates the revenues which will be used to finance them 241 0000000000000000©00000000000000000000®0000@ I FINANCIAL TERMS ric C r C r C� Operating Revenue Funds that the government receives as income to pay for ongoing operations It includes such items as taxes fees from specific services interest earning and grant revenues Operating revenues are used to pay for day to day services Ordinance A formal legislative enactment by the Village Council A law OSHA Occupation Safety & Health Administration P Personnel Services Expenditures for salaries wages and related employee benefits Policy A plan course of action or guiding principle designed to set parameters for decisions and actions Productivity A measure of the service output of Village programs compared to the per unit of resource input invested Programs and Obiect►ves The descriptions of the structure purposes activities tasks and volumes or frequencies of each organizational unit shown in the budget The penod spans the fiscal year Property Tax Rate A tax based on the assessed value of the real property It is also called an ad valorem tax The tax is determined by multiplying the taxable value of the property by the millage rate If a house has a taxable value of $300 000 and the millage rate is 1 then $300 in taxes are assessed and if the millage rate is 10 then $3 000 in taxes are assessed Property Tax Calculations If the taxable value of a property after taking all exemptions is $300 000 and the millage rate used to determine taxes is 3 606 then assessed taxes would be $1 081 800 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 242 FINANCIAL TERMS o m R Reserve An account used either to set aside budgeted revenues that are not required for expenditure in the current budget year or to earmark revenues for a specific future purpose Reserve Fund A fund established to accumulate money for a special purpose such as the purchase of new equipment Resolution A special or temporary order of a legislative body requiring less formality than an ordinance or statute Revenue Money thaf 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 M►Ilage 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 mdlage 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 243 II ®' C C )0000000000000000000000 00000000 FINANCIAL TERMS rTh 17, to C r f" Surplus The use of the term surplus in governmental accounting is generally discouraged because it creates a potential for misleading inference Undesignated fund balance is used instead The concept of *."'net worth in commercial accounting is comparable to Zfund balance in government accounting That portion of the fund balance which is not reserved for specific purposes or obligations is called the undesignated fund balance it is the true surplus T Tax Base Total assessed valuation of real property within the Village Tax Levy The total amount to be raised by general property taxes for purposes specified in the Tax Levy Ordinance Tax Rate The amount of tax levied for each $1 000 of assessed valuation Tax Roll The official list of the Dade County Tax Assessor showing the amount of taxes imposed against each taxable property Taxing Limit The maximum rate at which the Village may levy a tax which for Honda municipalities is 10 mills or $10 per thousand dollars of assessed value Transfers Amounts transferred from one fund to finance activities in another fund Traunch One of many influxes of cash which is part of a single round of investment 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 Undesignated Fund Balance That portion of the fund balance available for use in subsequent budgets The term is preferable over the commonly used and ill- defined a 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 244 FINANCIAL TERMS o C fees Ut►lityTaxes 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 245 )QQOQQQQOQ©QQ©QQOQQQOQQ©QQO©O©®ocQ a 0 C o