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HomeMy Public PortalAbout2006 Adopted Budget.tifVILLAGE OF KEY BISCAYNE ADOPTED FISCAL YEAR 2006 BUDGET ANNUAL OPERATING AND CAPITAL BUDGET MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH 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 2006 programs services and financial information The Fiscal Year 2006 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 2006 budget is intended to serve four purposes THE BUDGET AS A POLICY DOCUMENT THE BUDGET AS AN OPERATIONS GUIDE THE BUDGET AS A FINANCIAL PLAN THE BUDGET AS A COMMUNICATIONS DEVICE As a policy document the Budget indicates what services the Village will provide during the twelve month period beginning October 1 2005 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 2005 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, authorized personnel activity report accomplishments proposed improvements and summary appropriations for each Village Department As a financial plan the budget outlines the cost of Village services and how they will be funded The Revenues and Expenditures Section provides an overview of the Budget including major revenue and expenditure breakdowns and categories for the General Fund, Capital Improvement Fund Stormwater Utility Fund and the Solid Waste Fund In addition, there is discussion of the Village accounting structure and budget policies This section includes projections of the Village's financial condition as of September 30 2005 and comparison of financial activity over a four-year period The budget document includes an appropriation from the General Fund to the Capital Improvement Fund The Budget is designed to be user friendly with summary information in text charts, tables and graphs A glossary of financial budget terms is included for your reference In addition to this reader's 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 Department of Finance at (305) 365-8903 An Executive Summary is available from the Office of the Village Clerk 88 W McIntyre Street, Key Biscayne Florida 33149 1 TABLE OF CONTENTS Fiscal Year 2006 INTRODUCTION Village Government 1 Independent Consultants 3 Mission Statements 4 Organizational Chart 5 Authorized Full Time Positions 6 About the Key 7 Annual Budget Procedures 10 Fund Structure 11 2005 Budget Schedule 13 BUDGET MESSAGE Budget Message 14 Exhibit One 18 Exhibit Two 20 Exhibit Three 22 GOALS AND OBJECTIVES Council Goals & Objectives 25 FINANCIAL POLICY Financial Policy Taxation Ordinance CONSOLIDATED BUDGET Consolidated Budget Summary Fund Types 27 31 32 34 GENERAL FUND General Fund 38 2005 Estimated Property Taxes 39 Property Tax Comparison 40 Certification of Taxable Value 41 REVENUES General Fund Revenues 42 Revenue Budget Detail 45 Revenue Projection Rationale 47 EXPENDITURES Expenditures General Fund Budget Comparison 59 60 VILLAGE DEPARTMENTS Village Council 61 Administration 66 Office of Village Clerk 76 Office of Village Attorney 82 11 TABLE OF CONTENTS Fiscal Year 2006 VILLAGE DEPARTMENTS Debt Service 86 Building Zoning & Planning 90 Fire Rescue 104 Police 117 Public Works 135 Recreation 145 CAPITAL IMPROVEMENT FUND Capital Improvement Fund Village Civic Center STORMWATER UTILITY FUND Stormwater Utility Fund Stormwater Fund Exhibits 156 160 170 175 SOLID WASTE FUND Solid Waste Fund 177 SANITARY SEWER FUND Sanitary Sewer Fund Sanitary Sewer System 180 198 APPENDIX Important Dates for the Village 199 Hurricane Preparedness & Recovery 202 Accomplishments & Awards 204 Elected Officials 205 GLOSSARY Glossary MAP Map of Dade County Map of Key Biscayne 208 Back Cover Back Cover 111 VILLAGE OF KEY BISCAYNE, FLORIDA FISCAL YEAR 2006 Village Council Robert Oldakowski, Mayor (Term Expires 11/14/2006) Robert Vernon, Vice Mayor (Term Expires 11/14/2006) Enrique Garcia (Term Expires 11/14/2006) Stephen Liedman (Term Expires 11/14/20a5) Dr Jorge Mendia (Term Expires 11/14/2006) Thomas Thornton (Term Expires 11/14/20Q5) Patricia Weinman (Term Expires 11/14/2006) Administrative Officials Jacqueline R Menendez Village Manager Conchita H Alvarez CMC Village Clerk Weiss Serota Helfman Pastoriza Guedes Cole & Boniske P A Village Attorney Incorporated on June 18, 1991 MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 1 VILLAGE OF KEY BISCAYNE, FLORIDA FISCAL YEAR 2006 The Administrative Team Jud Kurlancheek AICP Director Eugenio Santiago Building Official Building Zoning and Planning Department John C Gilbert Director W Franklin Barron Deputy Fire Chief Fire Rescue Department Charles Press Police Chief Steven B Capone Deputy Police Chief Police Department Randolph G White Director Finance Department Armando A Nunez Director Public Works Department Todd A Hofferberth Director Recreation Department Village Council Appointments Special Masters Mortimer Fried Jennifer Leal Dennis M O'Hara Rosemary Sala Government Relations Gomez Barker Associates Fire/Police Retirement Board of Trustees (Two Year Terms) Barclay E Cale Chair Michael Haring Secretary Joe Monteagudo Servando Parapar Robert Maggs MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 2 INDEPENDENT CONSULTANTS FISCAL YEAR 2005 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 Village Arbonst John Sutton Consulting 1432 South Palm Way Lake Worth FL 33460 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 Robert Currie Partnership 134 N E 1st Avenue Delray Beach Florida 33444 Spills 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 Edward E Clark Engineers -Scientists Inc 7270 N W 12th Street Suite 740 Miami Florida 33126 Post Buckley Schuh & Jernigan Inc 2001 N W 107th Avenue Miami Florida 33172 Williams Hatfield & Stoner Inc 4601 Ponce de Leon Boulevard Suite 220 Coral Gables Florida 33146 3 VILLAGE OF KEY BISCAYNE, FLORIDA VILLAGE MISSION STATEMENT: "TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT " Community Character Key Biscayne should be a residential community Development policies should protect residential character Future residential development should be at the lowest densities consistent with protection of reasonable property rights Hotels should be permuted in order to provide ocean access opportunities and respect an established land use pattern however they should be modest in size as not to overpower the community's residential character Other commercial development should be sized to meet the needs of residents and hotel guests Office development should be limited to the minimum amount practical in light of existing development patterns 4 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 VOTERS OF KEY BISCAYNE Village Council Local Plannin Agency Village Clerk Special Master illage Manage illage Attorne Assistant Village Manager Police/Fire Retirement Board Department of Building, Zoning and Planning 11111112 -11= Department of Public Safety Fire Rescue Police Department of Recreation Special Events Sports and Athletics Programs and Tours Senior Services Department of Public Works Contract Su • ervisor Stormwater Mana ement Refuse Collection and Recycling Department o Finance and Administrative Services Finance/ Acc•untin Personnel/ Benefits 5 AUTHORIZED POSITIONS FISCAL YEARS 1999-2006 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 1998 through 2005 The number of full and part-time employees for Fiscal Year 2006 has decreased to 129 due to the elimination of the Assistant Village Manager position SUMMARY Department 1999 2000 2001 2002 2003 2004 2005 2006 Office of the Village Manager 4 3 4 5 4 2 5 3 5 4 0 3 0 Finance and Administrative Services 2 2 5 1 5 1 1 1 1 1 Office of the Village Clerk 1 5 1 5 1 5 1 5 2 2 2 2 Building Zoning and Planning 11 15 5 15 5 15 5 12 5 12 5 13 5 13 5 Police Department 38 5 40 40 40 40 41 5 40 5 40 5 Public Works Department 2 3 3 3 5 5 5 5 Fire Rescue Department 33 33 33 33 34 35 39 39 Recreation Department 3 2 5 3 3 4 4 25 25 Total Authorized Positions 95 101 102 101 101 104 5 130 129 6 ABOUT KEY BISCAYNE Key Biscayne is a prestigious residential community which is seven mile long two mile wide barrier island only minutes from downtown Miami and is in Miami -Dade County It is the southern most barrier island in the United States of America Two ocean resorts attract visitors throughout the year Local retail business activity serves the needs of the community residents and visitors to the island For additional information please consult the inside front cover General inkrim Dn 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 Building Zoning and Planning refuse collection and disposal and stormwater management Services provided by Miami Dade County Library schools water and sewer and certain public works functions Eocrtion 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 Fife Protection 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 Economics Average Age Average Household Income Area Historic Sites (5) 1 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 w Attendance Centers 1 Number of Students Number of Teachers 1 035 75 Mies Electricity Florida Power & Light Telephone BellSouth Telephone Company Miami Dade Water & Sewer Department 1 725 Average Daily Consumption 2 500 000 Sewers 807 Refuse Collection & Recycling Services Participants Single Family Homes Customers 1 300 @ $420 per annum Single Family Home Rate $7 50 per month Multi Family Unit Rate $5 00 per month Commercial Rate Varies according to impervious area Recreation and Culture Number of Parks Four (15 5 acres) Master Plan 2 5 acres per 1 000 population (25 acres) Village Green 9 5 acres(Best Park in County) Oceanfront Park 2 0 acres Lake Park 1 acre Calusa Park 3 76 acres Community Center 38 000 Square feet Number of Libraries Miami Dade Branch 1 299 Crandon Boulevard Houses of Worship Churches 4 Housing Units 5 665 Single Family Homes 1 280 Multi Family Units 4 686 Commercial Property Shopping Centers 232 682 square feet (7 Centers) Communications ions Newspaper (Weekly) Islander News La Isla Times and La Isla Adelphia Cable Communications 5 606 customers Local Cable Channel Channel 16 World Wide Web Site http //keybiscayne fl gov 8 ABOUT KEY BISCAYNE VILLAGE OF KEY BISCAYNE DEMOGRAPHIC Hispanic or Latino and Race PROFILE 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 Household (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 Unites 6 378 Occupied Housing Units 4 259 Vacant Housing Units 2 119 For Seasonal Recreational or Occasional Use 1 283 Average Per Capital Income* 37 629 Unemployment Rates ** (2000) Miami -Dade County 5 6% Village of Key Biscayne 2 6% Total residents 10 507 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 2006 In accordance with the Village of Key Biscayne Charter Article III (Section 3 03 Powers and Duties of the Village Manager (Subsection 5)) the Village Manager must prepare and submit to the Council a proposed budget and capital program BALANCED BUDGET BUDGET ADOPTION Each annual budget adopted by the Council shall be a balanced budget in accordance with the Village of Key Biscayne Charter Article IV (Section 4 05a) The Council shall by ordinance adopt the annual budget on or before the last day of September of each year If it fails to adopt the annual budget by this date the Council may by resolution direct that the amount appropriated for current operations for the then ending fiscal year be deemed appropriate for the ensuing fiscal year for a period of fifteen (15) days and may be renewed by resolution each fifteen (15) days with all items in it prorated accordingly until such time as the Council adopts an annual budget for the ensuing fiscal year An ordinance adopting an annual budget shall constitute appropriations of the amounts specified therein (Section 4 05b) 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 appropriations may be made for contingencies but not within defined spending categories (Section 4 05c) The annual budget is adopted by ordinance and may only be amended by ordinance Contingency funds may only be transferred by the budget amendment process (Section 4 07 a -b) The General or Operating Fund Budget of the Village of Key Biscayne is prepared on a modified accrual basis Briefly this means that obligations of the Village such as outstanding purchase orders are considered as encumbrances and are budgeted as expenses Revenues are recognized only when they are actually received The Village follows guidelines established by the Florida Department of Banking and Finance the Government Finance Officers Association in association with the American Institute of Certified Public Accountants the Charter of the Village of Key Biscayne and the Auditor General of the State of Florida The Comprehensive Annual Financial Report (CAFR) shows the status of the Village's finances on the basis of "Generally Accepted Accounting Principles" (GAAP) In most cases this conforms to the method by which the Village prepares its budget The Comprehensive Annual Financial Report shows fund expenditures and revenues on both a (GAAP) basis and budget basis for comparison purposes Except that (GAAP) does not take encumbrances into account until they become payable 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 VILLAGE OF KEY BISCAYNE FUND STRUCTURE AND DESCRIPTION Finances of the Village of Key Biscayne are organized according to the specific purposes for which the monies will be spent This organization method is called fund budgeting and fund accounting and is the standardized method for government finance purposes Funds are established to account for different types of activities that governments engage in and to ensure compliance with various legal restrictions placed on their use In Fiscal Year 2006 the Village of Key Biscayne will operate with the following six funds General Fund Stormwater Utility Fund Solid Waste Fund Sanitary Sewer Improvement Fund Capital Improvement Fund and Civic Center Fund The chart on the following page illustrates the flow of money within and between these funds The six funds listed above can be grouped into three broad categories according to their general characteristics General Fund Enterprise Funds and Capital Project Funds The General Fund group consists of just one fund - General Fund The General Fund is used to account for general Village operations and services that cannot be charged to any other fund The Enterprise Fund group consists of three funds - Stormwater Utility Fund Solid Waste Fund and Sanitary Sewer Improvement Fund The Stormwater Utility Fund is used to account for costs and revenues associated with the operation and maintenance of the Village's stormwater utility system The Solid Waste Fund is used to account for the costs and revenues associated with the curbside collection and disposal of solid waste as well as recycling of useful materials Lastly the Sanitary Sewer Improvement Fund is used by the Village to account for the costs and revenues of the construction and operation of a sanitary sewer collection and transmission system to serve the currently un-sewered portions of the Village The last group of funds Capital Project Funds is comprised of the Capital Improvement Fund and the Civic Center Fund The Capital Improvement Fund is used to account for the financial resources used for acquisition or construction of major capital facilities and improvements Worth noting is the fact that the Capital Improvement Fund is funded entirely through an interfund transfer from the General Fund The Civic Center Fund is used to purchase land and construct the Village's Civic Center 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 r 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Interest • • Grants & Donations • Prior Year Fund Balance: 1 1 1 1 1 GENERAL FUND 1 * General Fund - -' Uses of Funds General Government Operations r 1 1 1 1 1 1 1 1 1 1 1 1 r 1 1 1 1 1 1 'T -1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 L.- Fees & Charges Interest [rior Year Fund Balance Loan Proceeds • 1 Interfund Transfers _ _ _ Interest Prior Year Fund Balance • 1 1 1 1 1 1 1 1 ENTERPRISE FUNDS1 1 Stormwater Utility Fund 1 1 -* Solid Waste Fund -► Sanitary Sewer Fund Environmental Facilities 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 L. -. T 1 1 1 1 1 1 1 1 1 1 CAPITAL PROJECT FUNDS 1 ' C1 I 1- 1 1 1 apital Improvement Fund - - -► Civic Center Fund Capital Facilities and Improvements Permanent Community Facilities 1 1 1 1 1 1 1 1 12 BUDGET CALENDAR FISCAL YEAR 2006 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 2005- in July for use on the Notice of Proposed Taxes to be mailed to all property owners on August 22 2004 In accordance with state law tentative millage rates are adopted at the first public budget hearing in September and these rates cannot be increased at the second budget hearing Additionally the tentative rates cannot exceed the preliminary rates adopted by the Council in July except by re -notifying by mail all affected property owners Below is an outline of the budget calendar for the 2006 budget ACTION 1 Staff meeting to begin preparation of 2006 Annual Budget 2 Departmental Review 3 Certification of Taxable Values by Miami -Dade County Property Appraiser is finalized 4 Proposed FY 2005 Budget presented by Village Manager to Village Council 5 Proposed millage rate adopted for 2006 and selects public hearing dates 6 Notice of proposed tax bill and Public Hearing dates 7 First Public Hearing and tentative mill rate adopted 8 Final Budget Hearing and adoption of the 2006 Budget 10 Start of new Fiscal Year DATE January 24 2005 February through June 2005 July 1 2005 June 21 2005 August 3 2004 August 22 2005 September 13 2005 September 27 2005 October 1 2005 13 VILLAGE OF KEY BISCAYNE Office of the Village Manager Village Council Robert Oldakowski Mayor Robert L Vernon Vice Mayor Enrique Garcia To Honorable Mayor and Members of the Village Council Steve Liedman Jorge E Mendia Thomas Thornton From Jacqueline R Menendez Village Manager Patricia Weinman Village Manager Subject Adopted Fiscal Year 2006 General Fund Budget in Brief Jacqueline R Menendez Date December 20 2005 At this time I am pleased to present the Adopted Fiscal Year 2006 General Fund Budget in Brief for the Village of Key Biscayne This represents a brief overview of the adopted total operating budget of $19 390 686 an increase of $1 559 720 or 8% over Fiscal Year 2005 Overall increases in the Village Budget can be attributed to an increase in insurance expense and additional maintenance and repairs expenses associated with the two new Civic Center buildings The estimated property assessment for Fiscal Year 2006 is $3 8 billion representing an increase from last year of 6% Adopted Millage 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 $21 120 879 which represents a $1 957 875 or 9% increase over the previous year s budget of $19 163 004 Ad Valorem taxes account for almost 71% of the revenues 14 88 West McIntyre Street • Suite 210 • Key Biscayne, Florida 33149 • (305) 365 5500 • Fax (305) 365 8936 MISSION STATE/NEVI TO I ROVIDE A SAFE QUAIITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT www keybtscayne fl gov BUDGET IN BRIEF Fiscal Year 2006 Below is a breakdown of the General Fund Revenues General Fund Revenues Adopted Adopted Difference Percent FY 2004 FY 2005 Changed Ad -valorem $13 275 737 $14 688 288 1 412 551 9 6% Franchise Fees 688 600 700 000 11 400 1 6% Utility Taxes 2 122 500 2 243 050 120 550 5 3% Licenses & Permits 964 922 919 945 <44 977> -4 8% State Shared Revenues 997 500 882 500 <115 000> -13 0% Charges for Services 1 048 245 1 454 596 406 351 27 9% Interest 58 000 225 000 167 000 74 2% Grants & Donations 7 500 7 500 0 0% Total Revenues $19,163,004 $21,120,879 $1,957,875 9 2% REVIEW OF EXPENDITURES Total fund expenditures for the 2006 fiscal year are estimated at $16 688 956 an increase of $1 437 781 or 8 6% over the 2005 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 2006 General Fund Expenditures as compared to the FY 2005 Budget General Fund Adopted Adopted Difference Percent Expenditures FY 2005 FY 2006 ± Changed Village Council $222 367 $362 912 $140 545 38 7% Administration 1 232 400 1 167 943 <64 457> 5 5% Village Clerk 344 715 372 937 28 222 7 5% Village Attorney 333 000 383 000 50 000 13 0% Building Zoning & Planning 1 322 119 1 416 330 94 211 6 6% Police 3 941 383 4 302 975 361 593 8 4% Fire Rescue 4 585 276 4 853 035 267 759 5 5% Public Works 1 252 245 1 361 663 109 418 8 0% Recreation 2 017 669 2 468 161 450 492 18 2% Total Expenditures $15 251 175 $16 688 956 $1 437 781 8 6% 15 BUDGET IN BRIEF Fiscal Year 2006 DEPARTMENTAL HIGHLIGHTS Building Zoning & Planning Fiscal Year 2006 will represent the fifth consecutive year that the Building Division's revenue will be approximately the same as expenses This is due to the high level of building permits being issued for the rehabilitation and/or additions and construction of new single family homes and condominium unit renovations A new commercial building is being constructed at 220 Crandon Boulevard which will require permits and inspections The planning Division provides staff to the Art in Public Places Board the Crandon Boulevard Master Plan Implementation Committee the Crandon Boulevard Zoning and Development Committee and the Noise Committee The Department will assist in the planning and design of the engineering plans for improvements to Crandon Boulevard from the entrance of the Village to McIntyre Street and on Harbor Drive from Fernwood Road to Crandon Boulevard Construction of these improvements is planned for the summer Police Department The Fiscal Year budget for 2006 reflects an increase of $361 592or 9% over FY 2005 Fiscal Year 2006 has brought about several changes within the Key Biscayne Police Department The goal of the departments Community Policing philosophy is being reinforced and reintroduced throughout the organization The department will continue to teach its Citizens Police Academy keeping with tradition from the previous administration It will continue to provide programs such as the Bicycle Safety Rodeos School Crisis Emergency Planning and Coordination and Halloween Safety Program We will continue to provide quality training programs for the officers to ensure that they have the most up to date information possible and to prepare them for advancement In addition we are moving forward with our preparation for Florida and CALEA accreditation an undertaking which should be complete at the end of calendar year 2005 Fire Rescue Department The Fiscal Year 2006 budget for the Department reflects an increase of $267 759 or 6% over FY 2005 This increase is primarily attributed to increases in personnel expenses and lease of the fire truck Federal and State grants will be utilized by the Department to update training and equipment for its responsibility as first responders to incidents other than fire and/or medical emergencies The department will continue to offer the Community Emergency Response Team (CERT) program The Department will continue to enhance the quality of life for its residents by continuing to offer Citizen CPR First Aid and Accident Prevention Classes Public Works Department Fiscal year 2006 brings new challenges to the Public Works Department with completion of the Village Hall and Fire Station and the implementation Crandon Boulevard Master Plan The Fiscal Year 2006 budget has an increase of 109 418 due personnel expenses and added contractual services 16 BUDGET IN BRIEF Fiscal Year 2006 The Public Works Department will continue to meet the needs and requests of residents concerning landscaping Village public right of way storm water maintenance refuse collection sidewalks beach maintenance and street cleaning The Public Works Department along with the Village Manager's office will work closely with Post Buckley Schuh and Jernigan Inc on the Sanitary Sewer project 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 Recreation Department With the addition of the Community Center the Recreation Department will go above and beyond in providing islanders quality recreational programs The department provides a wide variety of services classes special events and activities to the residents of Key Biscayne The Community Center building was officially opened on November 1st 2004 The center offers residents an Olympic sized pool gymnasium wellness center aerobic room teen/ youth room toddler room playstation computer lab arts and craft room adult room and a multipurpose room The department will continue to work with the Key Biscayne Athletic Club to provide sports programs for islanders of all ages The department will continue to successfully identify alternative sources of funding such as grants sponsorships and donations Office of the Village Manager Special emphasis on the need to communicate and disseminate accurate and timely information to our residents The Manager will continue to work with staff on utilizing all available resources at our disposal to inform the public The gavel -to -gavel broadcast of Village Council meetings will be improved with the update of video equipment The office will continue to work on the new Village website in order to provide more valuable information and handle quick responses to requests for services The Village Manager's Office will continue to work closely with county state and federal officials in locating funds for the Village Sanitary Sewer Project and the Crandon Boulevard Improvement Project The Village will receive $5 1 million from the County General Obligation Bond Program and $1 million from the federal government for the sewer project The Crandon Boulevard Improvement Project has received funding from the half penny initiative In today's job market it is necessary to remain competitive with other municipalities in order to retain and hire quality employees Therefore in the area of compensation and benefits of Village employees the Village has completed a Salary Compensation and Job Description Survey The Village Manager has conducted a thorough review of the Village's Employee Manual The Village Council will be presented several recommendations on the Salary Compensation and Job Description Survey as well as the Employee Manual Revisions 17 2006 BUDGET MESSAGE 2005 HIGHLIGHTS FISCAL YEAR 2005 HIGHLIGHTS I The following is a breakdown of activities and/or projects this government has undertaken during the 2005 Fiscal Year It continued projects and contracts for municipal services begun in previous years and initiated new community improvements and programs 1 Vision 2020/EAR The State of Florida Local Government Comprehensive Planning Act requires each municipality to complete an Evaluation and Appraisal Report (EAR) of its Comprehensive Plan The EAR provides an opportunity for the Village to determine the progress that was made in meeting the goals and objectives as set forth in our 1995 Comprehensive Plan The preparation of the EAR provides the Village with baseline data and analysis that can be used to prepare a Vision Plan for the Village The Vision Plan process not required by the DCA would start with drafting of a Vision Statement to establish quality of life goals and objectives standards ideals and aspirations for the Village The Vision Plan will then translate these abstract associations into quantifiable actions that can be implemented The Vision 2020/EAR Committee held two workshops to provide a forum for residents to take part in planning the Village's future 2 Community Center After several years of discussion and planning the Community Center was opened on November 1 2004 The Village held a soft opening for the center on October 19 2004 Village support for the building has been overwhelming The center is 38 000 sq ft and is equipped with the following a gymnasium wellness center aerobics/dance room teen room toddler room playstation senior lounge arts and crafts room computer room multipurpose room and pool Programs are offered for all age groups from toddlers to seniors 3 Third Annual Town Meeting and Public Information Program The annual Town Meeting State of the Village Address and Volunteer Appreciation Reception was held on April 21 2005 4 Village Website In an age of technology it was necessary to revamp the Village website to be more user friendly and more useful information to all residents The Village worked closely with Henny Groschel Becker in the update of the website The Village prepared a Request for Proposal for Website services and 18 2006 BUDGET MESSAGE 2005 HIGHLIGHTS selected Accrisoft to run the Village website The Village's IT Supervisor is constantly updating the website to provide residents with the latest news 5 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 6 Crandon Boulevard Master Plan The Crandon Boulevard Master Plan study was approved by the Village of Key Biscayne and Miami -Dade County in an inter -local agreement dated February 8 2002 Scope of work items were suggested by the Village Council an 18 -member citizen Advisory Committee appointed by Council on January 26 2003 consultants and advisors and members of the public The recommendations of the Advisory Committee discussed were presented to the public in a hearing on January 29 2004 and to the Village Council on February 24 2004 The Master Plan goals and objectives fall into the six general categories Improved Public Safety Easing of Traffic Congestion Traffic Calming Pedestrianization Improved Mass Transit Streetscape Improvements Construction began in July of 2005 7 Playing Fields The Village Manager was asked by the City of Miami to sit on the RFP Committee for the development of Virginia Key The Manager has been working closely with the group in order to protect Key Biscayne's' interest The committee selected the firm EDSA to develop the Virginia Key Master Plan The Village would like for a playing field to be placed on Virginia Key in order to provide fields for Key Biscayne residents 19 2006 BUDGET MESSAGE 2006 FORECAST 2006 FORECAST I The following is a breakdown of upcoming activities or projects the Village Government will undertake during Fiscal Year 2006 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 Sewer Construction Program 1 2006 Budget The adopted 2006 Annual Budget for all funds was $ 21 754 571 and is broken down into the following funds General Fund is $19 390 686 Solid Waste Fund is $545 192 Stormwater Improvement Fund is $88 500 Capital Improvement Fund is $1 730 193 The 3 606 mill rate has remained the same since 1997 2 Playing Fields The Village will continue its efforts to maintain existing fields in Crandon Park The Manager will continue to pursue potential fields on Virginia Key The Village Manager was appointed to the Virginia Key Master Plan RFP Committee to ensure the Village of Key Biscayne is aware of the happening s on Virginia Key 3 Sanitary Sewer Construction Program The Village Master Plan requires a central sanitary sewer for the entire community by the year 2008 A Sanitary Sewer Master Plan has been completed with final plans and specifications approved by the State of Florida Department of Environmental Protection (DEP) Resolution 2001 - adopted April 6 2001 directed a public hearing be held on May 8 2001 The public hearing was held and Resolution 2001-35 was adopted May 8 2001 authorizing the project to proceed and also approved the assessment procedure The Village Manager requested authority to 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 Village received $1 000 000 from the federal government in December 2003 in the Federal Omnibus Bill The Village held a Sanitary Sewer Workshop on January 18 2005 to discuss the future of the project The Village is set to receive $5 6 Million from the General Obligation Bond for this project The 20 2006 BUDGET MESSAGE 2006 FORECAST Village is working closely with the County with the replacement of the water pipes PBS&J has updated the plans and revised cost estimates for the entire project The Village has hired the Firm of Estrada Hinojosa to serve as the Financial Advisor for this project The sanitary sewer project is estimated at close to $20 million The project is scheduled to begin in the Fall 5 Chamber of Commerce Funds are included in this budget to continue the contract with the Chamber of Commerce Under the terms and conditions of this contract the Chamber has assumed the business and tourism promotional activities for the community This private -public partnership was initially approved in 1995 6 Crandon Boulevard Master Plan A 17 person advisory committee was created in December 2002 to assist in the preparation of the Crandon Boulevard Streetscape Master Plan The advisory committee presented their recommendations to the Village Council at the February 24 2004 Council Meeting Phase I has been completed and Phase II is currently under construction 21 2006 BUDGET MESSAGE EXHIBIT THREE GENERAL FUND BORROWING This Chart projects the available borrowing capacity for the next five years The current outstanding debt is $33 200 609 million which includes the Civic Center Sanitary Sewer and Citgo The Village will be in compliance with the 1% of assessed value borrowing limit for all years Available borrowing as of October 1 2004 will be $2 8 million general Fund Borrowing FY 2003 FY 2004 FY 2005 FY 2006 FY 2007 FY 2008 Assessed value $3 259 919 981 $3 661 114 546 $3 875 335 514 $3 991 595 579 $4 1 1 1 343 447 $4 234 683 750 Revenues $16 401 073 $17 633 800 $19 163 004 $20 121 154 $21 127 212 $22 183 572 Expenditures $12 517 754 $13 556 265 $15 251 175 $16 013 734 $16 814 420 $17 655 141 Available for Debt Service and capital Outlay $3 883 319 $4 077 535 $3 911 829 $4 107 420 $4 312 791 $4 528 431 Capital Outlay $938 322 $819 251 $1 050 000 Available for debt Service $2 944 997 $3 258 284 $2 861 829 $4 107 420 $4 312 791 $4 528 431 Total Borrowing Capacity 6% for 20 Years $33 778 883 58 $37 372 263 72 $32 824 952 54 1% Assessed value Assessed Value Limit $47 1 1 1 788 31 $49 467 377 73 $51 940 746 61 DEBT LIMITS FY 2003 FY 2004 FY 2005 FY 2006 FY 2007 FY 2008 $3 259 919 981 $3 661 114 546 $3 875 335 514 $3 991 595 579 $4 111 343 447 $32 599 200 $36 611 145 $38 753 355 $39 915 956 $41 113 434 $4 234 683 750 $42 346 838 Current debt outstanding $30 742 551 $29 161 895 $33 200 609 $31 836 753 $30 324 807 $28 747 568 Anticipated debt $30 742 551 $29 161 895 $33 200 609 $31 836 753 $30 324 807 $28 747 568 Additional Debt capacity $1 856 649 $7 449 250 $5 552 746 $8 079 203 $10 788 628 $13 599 270 15% of general Fund Exp General Fund expenditures $16 401 073 $17 633 800 $19 163 004 $20 121 154 $21 127 212 $22 183 572 Limit $2 460 161 $2 645 070 $2 874 451 $3 018 173 $3 169 082 $3 327 536 Current debt Service Status $2 487 484 $2 502 144 $1 879 191 OVER UNDER UNDER 22 $1 960 553 UNDER $1 959 266 $1 960 870 UNDER UNDER 2006 BUDGET MESSAGE EXHIBIT THREE TOTAL ASSESSED PROPERTY VALUES Fiscal Year Assessed Value Difference Increase (Decrease) 1989 $1 040 997 329 1990 $1 262 010 1 10 $221 012 781 21 23% 1991 $1 424 569 428 $383 572 099 30 39% 1992 $1 574 025 124 $149 455 696 10 49% 1993 $1 617 141 088 $43 1 15 964 2 74% 1994 $1 560 057 130 ($57 083 958) -3 53% 1995 $1 741 921 584 $181 864 454 11 66% 1996 $1 767 457 006 $25 535 422 1 47% 1997 $1 861 243 132 $93 786 126 5 31% 1998 $2 003 049 232 $141 806 100 7 62% 1999 $2 028 174 208 $25 124 976 1 25% 2000 $2 223 956 515 $195 782 307 9 65% 2001 $2 499 049 161 $275 092 646 12 37% 2002 $2 731 833 645 $232 784 484 9 31% 2003 $3 259 919 981 $528 086 336 19 33% 2004 $3 661 114 546 $401 194 565 12 31% 2005 $3 875 335 514 $214 220 968 5 85% PROJECTION Fiscal Year Assessed Value Difference Increase 2006 $3 991 595 579 $116 260 065 3 00% 2007 $4 1 1 1 343 447 $119 747 867 3 00% 2008 $4 234 683 750 $123 340 303 3 00% 2009 $4 361 724 263 $127 040 513 3 00% 23 2006 BUDGET MESSAGE EXHIBIT THREE Village of Key Biscayne Projected Taxable Values for Fiscal Years 2002 2007 Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year 2002 2003 2004 2005 2006 2007 Additional Additional Additional Additional Additional Additional Property Property Property Property Property Property on the Tax Roll on the Tax Roll on the Tax Roll on the Tax Roll on the Tax Roll on the Tax Roll Ocean Club Lake Villa One (36 Units) Lake Villa Three (50 Units) Resort Villa One (46 Units) Lake Tower (75 Units) Club Tower One (94 Units) Club Tower Two (101 Units) Club Tower Three (94 Units) Ocean Tower One (1 11 Units) Ocean Tower Two )1 1 1 Units) Sub Total Condor Village $18 656 220 $47 963 735 $116 099 520 $119 257 040 $0 $119 257 040 $182 719 475 $0 $0 $0 $15 000 000 Grand Bay Resort Hotel $67 500 000 Condo 1 (143 Units) Condo 2 (90 Units) $72 526 140 Single Family (49 Units) $34 297 200 Sub Total $106 823 340 $67 500 000 $0 $0 $0 $0 Total $106 823 340 $186 757 040 $182 719 475 $0 $15 000 000 $0 Last Years Taxable Value $2 499 049 161 $2 731 833 645 $3 259 919 981 $3 503 893 160 $3 609 009 955 $3 729 280 254 Protected Current Years Taxable Value of Existing Property Stock (3% Increase over Last Year) $2 574 020 636 $2 813 788 654 $3 357 717 580 $3 609 009 955 $3 717 280 254 $3 841 158 662 Taxable Value of New Property (80% of Real Assessed Value of Additional Stock) $85 458 672 $149 405 632 $146 175 580 $0 $12 000 000 $0 $3 259 919 981 Certified Taxable Value $2 731 833 645 Projected Taxable Value $2 659 479 308 $3 259 919 981 $3 503 893 160 $3 609 009 955 $3 729 280 254 $3 841 158 662 Certified Over (Under) Certified Taxable Value $72 354 337 $0 N/A N/A N/A N/A Ad Valorem Tax $9 110 578 $11 167 508 $12 003 287 $12 363 385 $12 775 395 $13 158 657 24 GOALS AND OBJECTIVES Fiscal Year 2006 2005 Village of Key Biscayne Village Council Goals and Objectives Introduction Since incorporation of the Village the Council of the Village of Key Biscayne has adopted Goals and Objectives on (10) separate occasions These Goals and Objectives are one of the primary factors utilized for the development of the Annual Operating Budget and the Five (5) Year Capital Improvement Program (CIP) The CIP is updated annually Ms Elizabeth Plater-Zyberk dean of the School of Architecture at the University of Miami addr the Council regarding strategic planning The following was discussed at the workshop After a survey of 407 randomly selected village residents the following are survey findings Village residents had six issues they were concerned about Quality of Life Village Image Public Safety Growth Future Direction of the Village and Recommendations Public Safety Public safety is one of the key reasons people rate the quality of life in the village so hic 95 6% of the residents feel safe in Key Biscayne and feel it is safe to take walks at night 53 6% believe police protection is better after the village incorporated Only 2 5% thought it was better under the County Growth . Residents want to slow down growth While only 31 2% think the Village should "go back " 56 9% agreed with the statement that Key Biscayne is growing too fast and needs to slow down Moreover 72 5% of the residents would support measures to restrict construction on the island Future Direction Sewers ■ Residents are uninformed but view building sewers as a priority 32 7% of the residents said sewers was their number one priority 43 1% of the residents do not know if they are on sewer or septic There seemed to be very little opposition to using taxpayers monies to pay for some of the conversion cost from septic to sewer 16 7% of the septic tank owners were willing to pay part of the cost of conversion compared to 9 6% who were unwilling to pay anything 72 6% had no opinion 46% of the residents on sewers were willing to use taxpayer funds to pay for all or part of the conversion for septic tank owners compared to only 10 4% who 25 GOALS AND OBJECTIVES Fiscal Year 2006 do not want to use any tax dollars for conversion 43 7% had no opinion Future Direction Beautification ■ I. 70 9% would support a plan to beautify public spaces in Key Biscayne 13 2% of the respondents cited beautification as their number one priority 21 6% placed it as the second priority Future Direction Playing Fields ■ 56% support a proposal to increase playing fields in Key Biscayne ■ 24% are opposed ■ Increasing playing fields is the number one priority of 15 8% of the residents ■ Increasing playing fields is the second priority of 21 1% of the residents Recommendations ■ Emphasize the village's high quality of life ■ Emphasize your success as a village ■ Run an educational campaign on Sewers ■ Present options for beautification ■ Present options for playing fields and parks ■ Charter schools are very controversial 26 FINANCIAL POLICY FISCAL YEAR 2006 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 Village's present and future operations This commitment to sound financial management and integrity should in turn increase the confidence of the credit rating agencies which assign municipal bond ratings and the confidence of the general public The Village Financial Policy was adopted on August 10 1993 Section 5 02 of the Village Charter provides the opportunity for elector to petition for a referendum on an ordinance authorizing the issuance of debt The same opportunity is provided to the electors when the budget exceeds 5 mills (5 02 (ii) - B) I. OPERATING BUDGET POLICY A The Village will pay for all current expenditures with current revenues The Village will avoid budgetary procedures that balance current expenditures at the expense of meeting future years' expenses such as postponing expenditures or accruing future year's revenues Editor's Note This does include the appropriation of prior year fund balance Charter Section 25-4 requires surplus funds to be utilized to reduce debt or reduce taxes in the next fiscal years B The budget will provide for adequate maintenance of capital plant and equipment and for their orderly replacement C The Village will maintain a continuing budgetary control system to insure that it adheres to the budget D The Village Administration will prepare monthly reports comparing actual revenues and expenditures with budgeted amounts E Wherever possible the Village will integrate performance measurement and productivity indicators with the budget II. CAPITAL IMPROVEMENT BUDGET POLICY A The Village will make all capital improvements in accordance with the Capital Improvement Program 27 FINANCIAL POLICY FISCAL YEAR 2006 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 I The Village will determine the least costly financing method for all new projects III. DEBT POLICY A The Village will confine long-term borrowing to capital improvements or projects that cannot be financed from current revenues B When the Village finances capital projects by issuing bonds it will pay back the bonds within a period not to exceed the estimated useful life of the project C The Village will strive to have the final maturity of general obligation bonds at or below thirty (30) years 28 FINANCIAL POLICY FISCAL YEAR 2006 D Whenever possible the Village will use special assessment revenue or other self- supporting bonds instead of general obligation bonds E The Village will not use long-term debt for current operations F The Village will maintain good communications with bond rating agencies regarding its financial condition The Village will follow a policy of full disclosure on every financial report and borrowing prospectus 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 29 FINANCIAL POLICY FISCAL YEAR 2006 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 strive to obtain and retain the Certificate of Achievement from the Government Finance Officers Association (GFOA) C Regular monthly and annual financial reports will present a summary of financial activity by major types of funds D Wherever possible the reporting system will provide monthly information on the total cost of specific services by type of expenditure and if necessary by fund E An independent public accounting firm will perform an annual audit and will publicly issue a financial opinion F The Village will operate an active and fully documented internal auditing program The foregoing financial policy statements define objectives establish rules with parameters and express guidelines for fiscal conduct by the Village of Key Biscayne in connection with both operating and capital improvement budget matters 30 FINANCIAL POLICY TAXATION ORDINANCE ARTICLE I IN GENERAL Sec 25-1 Definitions Debt means any financial obligation of the Village which is not required to be repaid within one year of its incurrence excluding Debt payable from an Enterprise Fund If a financial obligation is payable from an Enterprise Fund and from other sources that portion payable from the Enterprise Fund shall not be included in the calculation of Debt Enterprise Fund means a fund established to account for operations which are financed and operated in an independent and self-liquidating manner including depreciation To constitute an Enterprise Fund the expense of providing goods or services to the public on a continuing basis must be financed or recovered entirely through user fees and charges (Ord No 97-1 § 1 1 16-97) Sec 25-2 Limits on Debt The total principal of Debt of the Village shall be limited to the greater of the following (1) One percent of the total assessed value of all property within the Village as certified to the Village by the Dade County Property Appraiser for the current fiscal year or (2) That amount which would require annual principal and interest payments on Debt during any fiscal year to exceed 15 percent of general fund expenditures for the previous full fiscal year (Ord No 97 1 § 1 1 16-97) Sec 25-3 Reserve funds To provide for emergencies the Village shall maintain non -restricted reserve funds in an amount not less than $2 000 000 00 or in an amount greater than $2 000 000 00 but not greater than 20 percent of general fund expenditures for the previous full fiscal year (Ord No 97-1 § 1 1-16 97) Sec 25-4 Surplus funds Surplus funds in the general fund at the end of each fiscal year not placed by the Council in a restricted reserve fund shall be used either to reduce Debt or to reduce taxes in the next fiscal year The allocation of surplus funds between restricted reserve funds Debt reduction and tax reduction shall be at the discretion of the Village Council (Ord No 97-1 § 1 1 16 97) Sec 25-5 Policy exceptions The Debt limits established by section 25-2 may not be exceeded by the Village unless and until approved by a majority of the qualified electors of the Village voting in a referendum election (Ord No 97-1 § 1 1 16-97) 31 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2004 - 2006 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 and the Solid Waste Recycling and Disposal Fund and all beginning and ending balances The operation of each fund is accounted for with a separate set of self -balancing accounts that compromise its assets liabilities equities revenues and expenditures Listed below are the resources of all Governmental and Proprietary funds within the Village budget Funding Sources Actual FY 2004 Adopted FY 2005 Adopted FY 2006 Property Taxes $12,770,711 $13,275,737 $14,688,288 Other Taxes 2,896,321 2,81 1,100 2,943,050 Licenses and Permits 961,100 964,922 919,945 State Shared 1,031,805 997,500 882,500 Charges for Services 154,094 973,245 1,379,596 Interest Income 90,294 58,000 225,000 Fines and Forfeitures 171,897 75,000 75,000 Special Revenue Fund 336,524 264,000 504,000 Stormwater Fund 550,640 530,000 530,000 Solid Waste Fund 284,900 284,900 545,162 Grants 0 7,500 7,500 Capital Improvement 1,390,189 1,050,000 1,730,193 Fund otal $20,638,475 $21,291,904 $24,505,23 32 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2004 - 2006 EXPENDITURES Listed below are the expenditures of all Government and Proprietary funds within the Village Budget The Debt Service Budget provides for the principal and interest payments of the Village Green loan and the interest on the Civic Center Loan Expenditures General Government FY $1,712,899 Actual 2004 Adopted FY 2005 $2,132,482 Adopted FY $2,286,791 2006 Public Works 1,098,321 $1,252,245 1,361,663 Stormwater Fund 2 3 439,235 $88,500 88,500 Solid Waste Fund 259,173 $545,162 545,162 Sanitary Sewer Fund 2 0 $0 0 Building, Zoning & Planning 1,212,290 $1,322,119 1,416,330 Parks & Recreation 952,231 $2,017,669 2,468,161 Public Safety 8,572,846 $8,526,659 9,156,011 Capital Improvement Fund 948,389 $1,050,000 1,730,193 Debt Service 2,719,756 $2,579,791 2,701,730 Sub -total Transfers $17,915,140 0 $19,514,627 NA 1 $21,754,541 NA Beginning Fund Balance Ending Fund Balance 3,930,708 $4,664,474 NA 1 NA ' Changes in Reserves and Undesignated Fund Balances cannot be determined at this time 2 Storm water and Sanitary Sewer Project construction costs are carried as fixed assets 3 Includes Depreciation Expense 33 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2004 - 2006 General Fund The adopted Fiscal Year 2006 General Fund Budget of $21 120 879 is an increase of $1 957 876 or 10% over Fiscal Year 2005 Overall increases can be attributed to personnel expenses an increase in insurance expense and additional maintenance and repairs Actual Adopted Adopted FY 2004 FY 2005 FY 2006 Revenues Ad Valorem Taxes $12 770 711 $13 275 737 $14 688 288 Franchise Fees $677 203 $688 600 $700 000 Utility Taxes $2 219 118 $2 122 500 $2 243 050 State Shared Revenues $1 031 805 $997 500 $882 500 Licenses & Permits $961 100 $964 922 $919 945 Charges for Services $325 991 $1 048 245 $1 454 596 Other Revenue $90 294 $58 000 $225 000 Grants & Donations $0 $7 500 $7 500 Total Revenues $18,076,222 $19,163,004 $21,120,879 Expenditures Administrative and Legal Police and Fire Building Zoning & Planning Public Works Debt Service Parks and Recreation Total Expenditures Excess (deficiency) of revenues over expenditures Other Financing Sources (Uses) Operating Transfers In Operating Transfers Out Working Capital Reserve Total Other Financing Sources (Uses) Excess (deficiency) of Revenues and Other Financing Sources Over Expenditures & Other Financing Uses Residual Equity Transfers Fund Balance Beginning of Year Fund Balance End of Year $1 712 899 $2 132 482 $2 286 791 $8 572 846 $8 526 660 $9 156 011 $1 212 290 $1 322 119 $1 416 330 $1 098 321 $1 252 245 $1 361 663 $2 719 756 $2 579 791 $2 701 730 $952 231 $2 017 669 $2 468 161 $16,268,340 $17,830,966 $19,390,686 $1,807,883 $931,388 $1,730,193 $330 $948 389 $126 058 $0 $0 $1 050 000 $1 730 193 $282 038 $0 ($1,074,117) ($1,332,038) ($1,730,193) $733,766 ($79,767) ($0) $0 $0 $0 $3,930,708 $3,887,792 $4,664,474 $4,664,474 $3,887,792 $4,664,474 34 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2004 - 2006 Capital Improvement Fund The adopted Capital Improvement Fund Budget is shown on a year to year basis It receives appropriations from time the General Fund for capital projects that may take longer than a year to complete Project expenditures are moved yearly and recorded in the General Fixed Assets Account Group Actual Adopted Adopted Operating Revenues FY 2004 FY 2005 FY 2006 Interest Income $12 172 $0 $10 000 Grant Receipts $0 $0 $0 Sale of Fire Truck $72 000 $0 $0 Other Revenue $54 947 $0 $0 Total Operating Revenues $139,119 $0 $10,000 Operating Expenditures Capital Outlay $1 682 890 $1 050 000 $1 730 193 Total Operating Expenditures $1,682,890 $1,050,000 $1,730,193 Other Financing Sources (Uses) Operating Transfers In $1 250 070 $1 050 000 $1 730 193 Operating Transfers Out $0 $0 $0 Revenue Over (Under) Expenditures ($ 292,701) $0 $10,000 Fund Balance Beginning of Year $1,175,908 $883,207 $1,236,412 Fund Balance End of Year $883,207 $883,207 $1,246,412 t 35 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2004 - 2006 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 Actual Adopted Adopted Operating Revenues FY 2004 FY 2005 FY 2006 Stormwater Fees $550 640 $530 000 $530 000 Total Operating Revenues $550,640 $530,000 $530,000 Operating Expenditures Administrative Expenses $2 578 $8 500 $8 500 Contractual Services $162 738 $80 000 $80 000 Depreciation Expense $273 919 $0 $0 Total Operating Expenditures Non Operating Revenue (Expense) $439,235 $88,500 $88,500 Interest Income $20 164 $9 500 $30 000 Principal and Interest on Debt ($266 287) ($472 093) ($473 213) Revenue Over (Under) Expenditures ($134,719) ($21,093) ($1,713) Fund Balance Beginning of Year Fund Balance End of Year $3,186,394 $3,051,675 $2,969,582 $3,180,335 $3,030,583 $2,967,869 36 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2004 - 2006 Solid Waste Fund The Budget for the Solid Waste Fund an Enterprise Fund is not appropriated It receives its resources from users for the fund to pay the contractual residential refuse services Actual Adopted Adopted Operating Revenues FY 2004 FY 2005 FY 2006 Solid Waste Collection Fees $284 000 $545 162 $545 162 Total Operating Revenues $284,000 $545,162 $545,162 Operating Expenditures Administrative Expenses Contractual Services Total Operating Expenditures Non Operating Revenue (Expense) Interest Income Revenue Over (Under) Expenditures Fund Balance Beginning of Year Fund Balance End of Year $3 978 $4 000 $4 000 $255 195 $514 008 $514 008 $27 154 $27 154 $259,173 $545,162 $545,162 $1 070 $0 $500 $26,797 $0 $500 $194,107 $220,904 $220,904 $220,904 $220,904 $221,404 37 GENERAL FUND FISCAL YEARS 2004 - 2006 The Adopted Fiscal Year 2006 General Fund Budget of $21 120 879 is an increase of $1 957 876 over Fiscal Year 2005 Overall increases in the Village Budget revenues can be attributed to an increase in property values Overall increases in the Village Budget expenses are due to an increase in personnel expenses which include an increase in insurance expense Along with the above mentioned increases the increase in the Debt Service is budgeted for the Crandon Blvd Phase 1 Bond Ad - Valorem (Property) Taxes generate 69 5% of the total revenue Funding Sources Actual FY 2004 Adopted FY 2005 Adopted FY 2006 Ad -Valorem $12,770,711 $13,275,737 $14,688,288 Franchise Fees $677,203 $688,600 $700,000 Utility Taxes $2,219,118 $2,122,500 $2,243,050 Licenses & Permits $961,100 $964,922 $919,945 State Shared Revenue $1,031,805 $997,500 $882,500 Charges for Services $325,991 $1,048,245 $1,454,596 Interest $90,294 $58,000 $225,000 Grants & Donations $0 $7,500 $7,500 Total $18,076,222 $19,163,004 $21,120,879 Expenditures General Government Actual $1,379,899 FY 2004 Adopted $1,799,482 FY 2005 Adopted $1,903,791 FY 2006 Village Attorney $333,000 $333,000 $383,000 Non -Departmental $0 $0 $0 Debt Service $2,719,756 $2,579,791 $2,701,730 Building, Zoning & Planning $1,212,290 $1,322,119 $1,416,330 Public Safety $8,572,846 $8,526,659 $9,156,011 Public Works $1,098,321 $1,252,245 $1,361,663 Recreation Total Operating Transfers Out Total $952,231 $16,268,340 $948,389 $17,216,729 $2,017,669 $17,831,035 $1,050,000 $17,441,896 $2,468,161 $19,390,686 $1,730,193 $21,120,879 38 2006 ESTIMATED PROPERTY TAXES FISCAL YEAR 2006 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 8 4380 42 59% 6 5488 33 05% 05970 301% 0 4860 2 45% 0 1000 0 50% 0 0385 19% 16 2083 81 80% 3606 182% 22.8737 100.00% Percent of Budget 22 98% 20 37% 10 83% 819% 1279% 671% 6 45% 11 69% 100.00% Amount Paid $ 8 438 00 $ 6 548 80 $ 59700 $ 243 00 $ 100 00 $ 38 50 $16,208 30 $ 3,606 00 S 19,814.30 Amount Der Year $ 828 57 $ 734 65 $ 390 43 $ 295 40 $ 46127 $ 241 81 $ 232 48 $ 421 39 S 3,606 00 Note. General Government. Village Council. Office of the Village Manager. Office of the Village Clerk. Office of the Village Attorney. Department of Finance, and Administrative Services, 39 PROPERTY TAX COMPARISON FISCAL YEARS 1994-2006 The millage rate determines the amount a homeowner will pay in taxes per $1 000 of assessed properly value Village homeowners have experienced a substantial reduction in the Village property tax rate as compared to the property tax rate for unincorporated areas (Unincorporated Municipal Service Area tax rate) since incorporation The adopted reduction in property tax may provide an actual cumulative savings to Village taxpayers of $83 433 921 as the chart below illustrates FY Assessed Values County Mdlage County Tax Village Millage Village Tax Percent Reduchon Annual Savings to Taxpayer Cumulahve Savings to Taxpayer 1994 $1 560 057 130 4 718 $ 7 360 350 4 439 $6 925 094 5 91% $ 435 256 $ 596 970 1995 $1 741 921 584 4 718 $ 8 218 386 4 101 $ 7 143 620 13 08% $1 074 766 $1 671 736 1996 $1 767 457 006 4 731 $ 8 361 839 3 800 $6 716 337 19 68% $1 645 502 $3 317 238 1997 $1 861 243 132 4 785 $ 8 906 048 3 606 $6 711 643 24 64% $2 194 406 $5 511 644 1998 $2 003 049 232 5 022 $10 059 313 3 606 $7 222 996 28 20% $2 836 318 $8 347 961 1999 $2 028 174 208 5 408 $10 968 366 3 606 $7 313 596 33 32% $3 654 770 $12 002 731 2000 $2 232 457 904 5 381 $12 012 856 3 606 $8 050 243 3299% $3 962 613 $15 965 344 2001 $2 499 049 161 5 269 $13 167 490 3 606 $9 011 571 31 56% $4 155 919 $20 121 263 2002 $2 731 833 645 5 199 $14 202 803 3 606 $9 850 992 30 64% $4 351 811 $24 473 074 2003 $3 259 919 981 5 108 $16 651 671 3 606 $11 755 271 29 40°' $4 896 400 $29 369 474 2004 $3 617 880 990 6 254 $22 626 227 3 606 $13 046 078 42 34% $9 580 149 $38 949 623 2005 $3 875 335 514 9 359 $36 270 040 3 606 $13 974 459 61 47 $22 295 580 $61 245 203 2006 $4 287 674 948 8 781 $37 650 074 3 606 $15 461 356 58 93 $22 188 718 $83 433 921 The Village boasts the lowest millage rate in the County The graph below reflects the range of the proposed 2005 total millage rates of all Dade County municipalities and the unincorporated area Key Biscayne's adopted 2006 rate is 3 606 The Adopted Fire District millage is 2 661 including debt service mills per $1 000 and represents $11 409 503 if Key Biscayne were still in the Fire District The Adopted 2005 Key Biscayne Fire Department budget is $4 853 085 40 SECTION I 2005 Year uertlticatlon of laxaple value UH 420 R 01/95 To Village of Key Biscayne (Name of Taxing Authority) Miami -Dade County (1) Current Year Taxable Value of Real Property for Operating Purposes (2) Current Year Taxable Value of Personal Property for Operating Purposes (3) (4) (5) Current Year Taxable Value of Centrally Assessed Property for Operating Purposes Current Year Gross Taxable Value for Operating Purposes (1) + (2) + (3) 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 $ $ 4,241,681,936 45,993,012 $ -0- $ 4,287,674,948 $ 35,429,874 $ 4,252,245,074 $ 3,840,145,617 (From Prior Year Applicable Form DR 403 Series) 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 Miami —Dade County Florida this the 1st day of July 20 05 Signature of Property Appraiser TAXING AUTHORITY If this portion of the form is not completed in FULL your Authority will be denied TRIM certification and possibly lose its 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 Millage Rate (12) Check TYPE of Taxing Authority Municipality Independent Special District c-- $ per $1 000 $ $ $ per $1 000 per $1 000 County Multi County 1 Dependent District Municipal Service Taxing Unit Water Management District (13) IF DEPENDENT SPECIAL DISTRICT OR MSTU IS MARKED, PLEASE SEE REVERSE SIDE (14) Current Year Millage Levy for VOTED DEBT SERVICE $ (15) Current Year Millage Levy for OTHER VOTED MILLAGE $ (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 District s Form DR 420) (17) Total Prior Year Proceeds (9) + (16) per $1 000 per $1 000 $ $ (18) The Current Year Aggregate Rolled back Rate (17) divided by (6) $ per $1 000 (19) Current Year Aggregate Rolled back Taxes (4) x (18) (20) Enter Total of all non voted Ad Valorem Taxes proposed to be levied by the Principal Taxing Authority all Dependent Districts and MSTU s if any Line (11) x Line (4) (21) Current Year Proposed Aggregate Millage Rate (20) divided by (4) $ per $1 000 (22) Current Year Proposed Rate as a PERCENT CHANGE of Rolled back Rate [(Line 21 divided by Line 18) 1 001 x 100 Date Time and Place of the first Public Budget Hearing and telephone number I do hereby certify the millages and rates shown herein to be correct to the best of my knowledge and belief FURTHER I certify that all millages comply with the provisions of Section 200 071 or 200 081 F S WITNESS my hand and official signature at Florida this the day of 20 Signature of Chief Administrative Officer and Title Address of Physical Location Mailing Address City State Zip Name of Contact Person Phone # Fax # See Instructions on Reverse Side 41 REVENUES GENERAL FUND FISCAL YEAR 2006 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 2006 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 2006 this revenue category is projected to increase by 11% to just over $14 6 million and accounts for 69 5% of all revenues in the General Fund Other Re enue 03% L censes & Permits 5 0% Utlty Ta es 11 1% Franch se Fees 3 6% Cha ges fo Sery ces 5 5% State Sha ed Revenues 52% Grants & Donat ons 0 0% Ad Valorem Ta es 69 3% Revenues Ad Valorem Taxes Adopted FY 2005 $13 275 737 Adopted FY 2006 $14 688 288 Percent of Adopted Budget 69 5% Franchise Fees $688 600 $700 000 3 3% Utility Taxes $2 122 500 $2 243 050 10 6% Licenses & Permits $964 922 $919 945 4 4% State Shared Revenues $997 500 $882 500 4 2% Charges for Services $1 048 245 $1 454 596 6 9% Other Revenue $58 000 $225 000 1 1 % Grants & Donations Total $7 500 $19,163,004 $7 500 $21,120,879 0 0% 100.0'/. 42 REVENUES GENERAL FUND FISCAL YEAR 2006 BUDGET COMPARISON - REVENUE CHANGES General Fund Revenues Adopted FY 2005 Adopted FY 2006 Difference Percent Change% Ad -Valorem Taxes $13 275 737 $14 688 288 $1 412 551 11% Franchise Fees $688 600 $700 000 $11 400 2% Utility Taxes $2 122 500 $2 243 050 $120 550 6% Licenses & Permits $964 922 $882 500 ($82 422) -9% State Shared $997 500 $919 945 ($77 555) -8% Revenues Charges for Services $1 048 245 $1 454 596 $406 351 39% Other Revenue $58 000 $225 000 $167 000 288% Grants & Donations $7 500 $7 500 $0 0% Total Revenue $19,163,004 $21,120,879 $1,957,875 10'/. REVENUE CHANGES RATIONALE Ad Valorem The July 1 2005 certification of Village property values was $4 287 674 948 which represents an increase of $412 339 434 or 11% over the 2004 values At the adopted millage rate of 3 606 this increase results in an additional $1 412 551 in ad valorem tax revenue for the Village This represents 69 5% of the General Fund Revenues Franchise Fees The revenues generated through franchise fees in Fiscal Year (FY) 2006 are estimated to total $700 000 an increase of $11 400 or 1 66% over the Adopted FY 2005 Budget Utility Taxes The Fiscal Year 2006 utility tax receipts are estimated to increase by $120 550 or 5 67% over last year's levels Licenses and Permits During Fiscal Year 2006 revenues in this category are expected to decrease by $44 977 from last year's level State Shared Revenue Fiscal Year 2006 estimates of state shared revenues are decreased $115 000 based on actual collections from previous years Charges for Services This category encompasses nine (9) sub -categories of fees and fines involving the Police Department the Building Zoning and Planning Department the Recreation Department and the Office of the Village Clerk plus a miscellaneous account A 39% increase in collections is anticipated over the previous Fiscal Year due to expanding operations of the Community Center 43 REVENUES GENERAL FUND FISCAL YEAR 2006 Other Revenue The Fiscal Year 2006 Budget estimate of revenues in this category totals $225 000 and includes only one item interest revenue on the balance in the General Fund account Grants 8c Donations During Fiscal Year 2006 revenues in this category are expected to remain the same as the previous year 44 REVENUES GENERAL FUND FISCAL YEAR 2006 General Fund Revenues Budget Actual FY 2004 FY 2004 Estimated Property Assessment $3 661 114 546 $3 661 114 546 Adopted Adopted FY 2005 FY 2006 $3 875 335 514 $4 287 674 948 AD VALOREM Category Ad Valorem Total Ad Valorem $12 541 880 $12 770 711 $13 275 737 $14 688 288 $12,541,880 $11,317,161 $13,275,737 $14,688,288 FRANCHISE FEE Category Electricity Total Franchise Fees $611 000 $677 203 $688 600 $700 000 $611,000 $611,502 $688,600 $700,000 UTILITY TAXES Category Electricity Simplified Communications Tax Water Gas Oil Total Utility Taxes $1 095 000 $856 000 $197 000 $62 000 $300 $1 123 288 $770 637 $249 647 $75 466 $80 $1 150 000 $710 000 $200 000 $62 000 $500 $1 150 000 $785 000 $225 000 $83 000 $50 $2,210,300 $2,219,118 $2,122,500 $2,243,050 SHARED REVENUES Category State Revenue Sharing Half -Cent Sales Tax Local Option Gas Tax Alcoholic Beverage Licenses Total Shared Revenues $140 000 $620 000 $215 000 $6 500 $168 167 $646 572 $209 922 $7 144 $150 000 $175 000 $620 000 $700 000 $220 000 $0 $7 500 $7 500 $981,500 $1,031,805 $997,500 $882,500 45 REVENUES GENERAL FUND FISCAL YEAR 2006 LICENCES & PERMIT Category Occupational Licenses Building Permits Total Licenses and Permits $50 000 $907 358 $80 348 $880 751 $55 000 $909 922 $57 000 $862 945 $957,358 $961,100 $964,922 $919,945 Charges for Services Zoning & Site Plan Review Fees Zoning Hearing Fees Certificates of Occupancy Building/Zoning Code Violations Property Maintenance Violations Recreation Fees Fines and Forfeitures Permit Research & Lien Letters Election Qualifying Fees Miscellaneous Inspection Fees School Crossing Guard Firefighters Supplement Total Charges for Services $20 000 $6 000 $5 742 $25 000 $0 $20 000 $38 400 $46 200 $0 $40 000 $0 $7 575 $22 320 $14 671 $9 093 $5 446 $20 900 $800 $35 787 $171 897 $39 013 $150 $3 616 $0 $25 347 $6 505 $13 518 $18 585 $6 900 $6 900 $5 931 $1 912 $9 150 $50 250 $3 000 $250 $811 267 $1 180 000 $75 000 $75 000 $33 979 $47 199 $0 $0 $40 000 $40 000 $15 000 $0 $25 600 $26 000 $8 500 $8 500 $249,262 $325,991 $1,048,245 $1,454,596 OTHER REVENUES Category Interest Income Rent Income Sale of Fixed Assets Hurricane Recovery Total Other Revenues $75 000 $0 $0 $0 $90 294 $0 $0 $0 $58 000 $225 000 $0 $0 $0 $0 $0 $0 $75,000 $90,294 $58,000 $58,000 Grants & Donations Category HRS - EMS Grant Police (C 0 P S) Grants -Other Donations Total Grants Total Revenues $6 500 $0 $1 000 $0 $0 $0 $0 $0 $6 500 $0 $1 000 $0 $6 500 $0 $1 000 $0 $7,500 $0 $7,500 $7 500 $17,633,800 $18,076,222 $19,163,004 $21 120 879 46 REVENUES GENERAL FUND FISCAL YEAR 2006 REVENUE PROJECTION RATIONALE - FISCAL YEAR 2006 The 2006 General Fund total revenue is estimated to reach $21 120 879 which represents an increase of 10 22% over the previous year's level Ad Valorem Taxes The most traditional revenue source for local governments is Ad Valorem taxation which is an annual tax on real estate and certain personal property Chapter 166 Florida Statutes (F S) provides for the levy of Ad Valorem taxes on real and tangible personal property The definition in Section 192 001 FS states that "the term `personal property' may be used interchangeably with the term 'Ad Valorem tax' " The Florida Constitution limits local governments to a maximum of 10 mills of Ad Valorem taxation The first Village property tax was levied for FY 1993 The rate of this tax is determined by the Village Council each year during its budget process For Fiscal Year 2006 which begins on October 1 2005 and ends on September 30 2006 the assessed values established by the Miami -Dade County Property Appraiser as of January 1 2005 are $4 287 674 948 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 2006 Fiscal Year is $14 688 288 Ad Valorem taxes are the largest revenue source in the Village budget comprising 69 5% of the total revenues in the general fund PROPERTY TAX LEVIES AND COLLECTION FISCAL YEARS 1995 THROUGH 2004 Fiscal Year 1995 Millage 4 101 Assessed Value $1 741 921 584 Percent Change N/A Tax Levy $7 143 620 Amount Budgeted $6 786 439 Total 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 $1 861 243 132 5 31% $6 711 643 $6 376 061 $6 495 465 96 8% 1998 3 606 $2 003 049 232 7 62% $7 222 996 $6 861 846 $6 963 900 96 4% 1999 3 606 $2 028 174 208 1 25% $7 313 596 $6 963 900 $7 012 714 95 9% 2000 3 606 $2 223 956 515 965% $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 2004 3 606 $3 661 114 546 0 95% $13 201 979 $12 541 880 $12 869 711 97 5% 47 REVENUES GENERAL FUND FISCAL YEAR 2006 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 2006 collections are based on anticipated receipts actual receipts in prior years and other appropriate factors as explained below Non -Ad Valorem Revenues The chart below is a summary of the Franchise Fees Utility Taxes Licenses & Permits State Shared Revenues and other Non -Ad Valorem Revenues which are 30% of the General Fund Revenues Non Ad -Valorem Revenues $2 000 000 $1 500 000 $1 000 000 $500 000 $0 ■Other Revenues D Franchise Fees ■ Licenses &Permits ■ Utility Taxes ■State Shared Revenues 48 REVENUES GENERAL FUND FISCAL YEAR 2006 Franchise Fees The chart below is a summary of Franchise Fees for Electricity Telephone and Cable TV companies $700,000 -- $600,000 -0 $500,000 $400,000 $300,000 $200,000 $100,000 $0 1996 1997 1998 1999 2000 2001 2002 2003 2004 ® Electricity ■ Telephone 0 Cable Electric Franchise Fees A Franchise Fee in the amount of 6% of gross revenues from sales of electricity was established by Dade County Ordinance No 89-81 adopted on September 5 1989 for a period of thirty (30) years This authority is granted to local governments by Section 180 14 F S The Franchise Fee received during the Fiscal Year is based upon the prior calendar year receipts by the Florida Power & Light Company less any taxes paid to the Water Management District Florida Inland Navigation and municipalities without their own franchise agreement The estimated revenue from this source for the 2006 Fiscal Year is $700 000 49 REVENUES GENERAL FUND FISCAL YEAR 2006 Franchise Fees Fiscal Year 1996 Electricity $571,093 Telephone $20 179 Cable $46 824 Total $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 $ C $ 0 $ 650 000 2003 $690 000 $0 $0 $690 000 2004 $611 000 $0 $0 $611 000 2005 $688 600 $0 $0 $688 600 2006 $700 000 $0 $0 $700 000 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 50 REVENUES GENERAL FUND FISCAL YEAR 2006 Utility Taxes $1 200 000 $800 000 $400 000 $0 1995 1996 1997 1998 1999 2000 2001 2002 2003 ■ Electricity IN Telecommunications 0 Water ❑ Gas III Oil ■ Simplified Communications Electric Utility Taxes This revenue sub -category is derived from a 10% tax levy on the electricity bill of each customer who receives service within the corporate limits of the Village Based on the projected trend the estimated revenues from this source in Fiscal Year 2006 are $1 150 000 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 Octoberl 2001 The taxes will be collected by the Department of Revenue ("DOR") and distributed to local governments On June 12 2001 the Village passed Resolution No 2001-41 which established the Village's combined local communications services tax rate at 5 62% for the period of October 1 2002 and ending September 30 2003 The Village further adopted the local 51 REVENUES GENERAL FUND FISCAL YEAR 2006 communications services tax rate of 5 22% effective October 1 2003 This revenue source is estimated at $785 000 for Fiscal Year 2006 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 2006 are $225 000 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 2006 are $83 000 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 2006 are $ 50 Utility Taxes Fiscal Year 1996 Electricity $888 651 Tele- communications $199 746 Simplified Communications $0 Water • • . Gas $37 034 Oil $3 885 Total $1 294 48E 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 319 $380 934 $0 $208 837 $35 121 $4 262 $1 621 473 2000 S >S992 00 $454 101 $0 $215 063 $52 016 $2 169 $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 OOC $50 000 $5 000 $1 955 OOC 2003 $1 n9R nnn $0 $850 OOC $249 OOC $60 000 $1 000 $2 255 00C 2004 $1 095 000 $0 $856 OOC $197 OOC $62 000 $300 $2 210 30C 2005 $1 150 000 $0 $710 000 $200 000 $62 000 $500 $2 122 500 2006 $1 150 000 $ 0 $785 000 $ 225 000 $ 83 000 $ 50 $ 2 243 050 52 REVENUES GENERAL FUND FISCAL YEAR 2006 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 Licenses 8c Permits $1 000 0001 $750 000 $500 000 $250 000 $0 1995 1996 1997 1998 1999 2000 2001 2002 2003 ■ Occupational Licenses ■ Building Permits 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 2006 are $57 000 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 53 REVENUES GENERAL FUND FISCAL YEAR 2006 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 2006 totals $ 862 945 Licenses &Permits Fiscal Year Occupational Licenses Building Permits Total 1996 $36,810 $393,398 $430,208 1997 $30,702 $500,699 $531,401 1998 $25,749 $978,019 $1,003,768 1999 $40,558 $628,114 $668,672 2000 $58,655 $1,257,986 $1,316,641 2001 $38,212 $1,275,017 $1,308,229 2002 $40,000 $600,947 $640,947 2003 $85,000 $869,185 $954,185 2004 $50,000 $907,358 $957,358 2005 $55,000 $909,922 $964,922 2006 State Shared Revenues $ 57 000 $ 862 945 $ 919 945 In addition to Ad Valorem taxation communities in Florida rely on revenues that are imposed and collected by the State of Florida and then shared with municipalities These revenues are distributed by the State of Florida Department of Revenue according to various formulas These revenues have been budgeted in accordance with the trends and estimates of the State Revenue Sharing Commission State shared revenues are pledged sources of revenue to repay the debt service on the state sanitary sewer loan (Revenue Sharing) Cigarette Tax In 1943 Florida levied its first tax on cigarettes at a rate of three cents per pack It was not until 1971 and the creation of the Municipal Financial Assistance Trust Fund that the state began to share a portion of state cigarette tax revenues with 54 REVENUES GENERAL FUND FISCAL YEAR 2006 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 State Shared Revenues $600 000-V $400 000 $200 000 $0 c J a 0 t 0 4.1 1J 11 II 11 `sue— --- 1996 1997 1998 1999 2000 2001 2002 2003 2004 ■ Cigarette Tax ■ State Revenue Shanng 0 Half -Cent Sales Tax 0 Local Option Gas Tax State Revenue Sharing Chapter 72-360 Laws of Florida created the Revenue Sharing Act of 1972 providing for general revenue sharing Revenue for this fund comes from 32 4% of the tax on each pack of cigarettes the one -cent municipal gas tax and 25% of the state alternative fuel decal user fee The share of this fund for an individual municipality is determined by a complex formula that includes its own population statewide municipal population county population county sales tax collections total statewide sales tax collections from municipalities municipal property valuation statewide municipalities' property valuation and by a factor measuring relative revenue -raising ability About 35% of these funds are a result of the municipal gas tax This percentage of the proceeds can be used only for transportation purposes including transportation related public safety activities For Fiscal Year 2006 the estimated revenue from this source is $175 000 A portion of this revenue has been pledged for the repayment of the sanitary sewer state planning loan of $437 548 as 55 REVENUES GENERAL FUND FISCAL YEAR 2006 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 state The primary purpose of the tax was to provide relief from Ad -Valorem taxes in addition to providing counties and municipalities with revenues for local programs Current revenues for this fund come from 9 653% of the state sales tax (which is shared by both counties and cities) The distribution formulas are population -oriented but not directly proportional to population increase Municipalities can use these funds for municipal -wide programs These funds can also be pledged towards repayment of bonds or used for capital projects The estimated revenue from this source for Fiscal Year 2006 is $700 000 Cigarette Tax $10 490 State Shared State Revenue Sharing $125 98• Revenues Half -Cent Sales Tax $442 273 Local Option Gas Tax $211 312 Total $787 969 Fiscal Year 1996 1997 $8 395 $126 78 $450 75C $178 732 $766 638 1998 $10 364 $125 32A $507 696 $175 00C $818 524 1999 $10 504 $117 14A $496 571 $178 243 $801 486 2000 $9 528 $130 24. $556 74C $188 206 $883 124 2001 $7 932 $132 238 $585 683 $205 563 $923 476 2002 $ 0 $140 008 $ 598 84C $ 220 OOC $ 958 84C 2003 $ 0 $140 008 $ 598 84C $ 220 OOC $ 958 84C 2004 $ 0 $140 008 $ 620 OOC $215 OOC $981 50C 2005 $0 $150 000 $620 000 $220 000 $990 000 2006 $0 $175 000 $700 000 $ 0 $882 500 Local Option Gas Tax The first local option gas tax was adopted by Miami -Dade County on July 19 1985 prior to the incorporation of the Village The Village became eligible to receive these funds at the time the Village was declared eligible for all state shared revenues The tax is levied at the rate of six cents per gallon on motor fuel and special fuel and is collected by the Florida Department of Revenue and remitted monthly to the county and municipalities on a formula which provides a weight of 75% to population and 25% to center line miles of roadway maintained in each municipality (the Village maintains 20 5 miles) These funds must be used for general transportation -related expenditures and may include debt service financing on 56 REVENUES GENERAL FUND FISCAL YEAR 2006 transportation related capital projects For fiscal year 2006 this tax is budgeted as a revenue source in the Transportation Special Revenue Fund Local Option Capital Improvement Gas Tax A second local option gas tax was adopted as part of the 1994 budget by the Miami -Dade County Commission on September 20 1993 and became effective January 1 1994 It was levied at five cents per gallon Following the County Commission amendment in 1996 the levy has been reduced to three cents per gallon The funds are distributed in accordance with an Interlocal agreement dated July 27 1993 These funds must be used for transportation expenditures needed to meet requirements of the capital improvement elements of an adopted comprehensive plan The revenue from the local option capital improvement gas tax for Fiscal 2006 is also budgeted in the Transportation Special Revenue Fund 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-V $200 000 $100 000 $0 1995 1996 1997 1998 1999 2000 2001 2002 2003 ■ Interest Income ■ Fines & Forfeitures 57 REVENUES GENERAL FUND FISCAL YEAR 2006 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 2006 is estimated at $225 000 Fines 8c Forfeitures Fines from traffic violations and violations of other laws provide governments with some additional revenue as provided in chapters 316 and 318 of the Florida Statutes The Village receives 56 4% of the revenues resulting from traffic enforcement activities of the Village Police Department The trend for this revenue is usually constant Fiscal Year 2006 estimate is $75 000 and based on actual revenues over previous years Other Revenues Fiscal Year 1996 Interest Income $280,570 Fines & Forfeitures $28,311 Total $308,881 1997 $248,646 $28,807 $277,453 1998 $233,655 $29,773 $263,428 1999 $231,820 $293,68C $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 2004 $75,000 $38,400 $113,400 2005 $58,000 $75,000 $133,000 2006 $225 000 $ 75 000 $300 000 58 EXPENDITURES GENERAL FUND FISCAL YEAR 2006 The $21 120 879 Adopted Fiscal Year 2006 Budget allocates funds to ten departments and an amount for capital projects 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 2006 Budget expenditures have increased a total of 9% over the Fiscal Year 2005 expenditures This increase can be attributed to an increase in personnel expenses insurance costs and maintenance and repair expenses BZP 7 4% Police 22 1% Public Works 7 0% Fire Rescue 25 7% Village Council 1 3% Administration 6 9% Village Clerk 1 9% Village Attorney 1 9% Debt Service 14 5% Recreation 11 3% Expenditures Village Council Adopted FY 2005 $222 367 Adopted FY 2006 $362 912 Difference 140 545 Percent Changed 63 0% Administration 1 232 400 1 167 943 <64 458> -5 2% Village Clerk 344 715 344 715 143 916 8% Village Attorney 333 000 383 000 50 000 15% Debt Service 2 579 791 2 701 730 121 939 5% Building Zoning & Planning 1 322 119 1 416 330 94 211 7% Police 3 941 383 4 302 975 361 592 9% Fire Rescue 4 585 276 4 853 085 267 759 6% Public Works 1 252 245 1 361 663 109 418 9% Recreation 2 017 669 2 468 161 450 492 22% Sub -Total 17 830 966 19 390 686 1 559 721 9% Operating Transfers for Ca • ital Outla Total 1 050 000 $18,880,966 1 730 193 $21,120,879 680 193 $1,359,303 64 8% 11,9% 59 EXPENDITURES GENERAL FUND FISCAL YEAR 2006 EXPENDITURE CHANGES RATIONALE 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 2006 Budget for the Village Council has increased because the federal representative's contract has been included again and the increases for the Village Youth Council Administration Administration includes the Village Manager's Office and the Finance and Administrative Services Department At $1 167 943 the Adopted Fiscal Year 2006 Budget decreased due to a reduction in personnel expenses and reductions in office supplies and administrative costs Village Clerk The Village Clerk's Adopted Fiscal Year 2005 Budget will increase by $143 916 The increase is due to personnel expenses additional vidoegrapher costs insurance and an increase in capital outlay Village Attorney At $383 000 the Village Attorney's allocation increased by $50 000 to cover costs of labor negotiations Debt Service The Fiscal Year 2006 requirement for debt service has increased by $121 939 The debt service cost is associated with a 20 -year bond issue for the Civic Center Project a 20 year loan for the Sewer Project Plans and a 20 year bond issue for phase 1 of the Crandon Blvd Improvement Project Building, Zoning and Planning The Building Zoning and Planning Department budget of $1 416 330 represents a 7% increase from the Fiscal Year 2005 Budget The increase is mainly due to personnel expenses Police The Police Department's Fiscal Year 2006 Budget allocation of $4 302 975 represents a $361 592 increase or 9% from the Fiscal Year 2005 Budget The increase is attributed to personnel costs expenses for the department's new patrol boat and a small increase due to implementation of a fleet replacement program Fire Rescue The Adopted Fiscal Year 2006 Budget for Fire Rescue will increase by $267 759 or 6% due to an increase in personnel expenses and insurance Public Works The Adopted Fiscal Year 2006 Budget for Public Works will increase by 9% or $109 418 This change is due to the increase in insurance increased maintenance contracts and increased vehicle maintenance costs Recreation At $2 468 161 the Park and Recreation Department's budget provides for an increase of $450 492 or 22% This is due to an increase in personnel expenses and 60 EXPENDITURES GENERAL FUND FISCAL YEAR 2006 contract services attributed to the new community center and increased advertising costs associated with the new newsletter Capital Outlay The Adopted Fiscal Year 2006 Budget for Capital Outlay is $1 730 193 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 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 Debt Service This represents the principal and interest payments for the Village Green interest payments for the Civic Center debt and interest payments on the new Citgo Land acquisition Capital Outlay 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 61 VILLAGE COUNCIL FISCAL YEAR 2006 BUDGET MISSION STATEMENT To provide a safe, quality community environment for all islanders through responsible government. Organizational Chart Citizens/Residents of Key Biscayne Village Council Robert Olc Enrique Garcia Stephen Leeman Mndin akowski, Mayor Thomas Thornton Rooert Vernon Patricia Weinman r 1 Local Planning Agency 61 VILLAGE COUNCIL FISCAL YEAR 2006 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 62 VILLAGE COUNCIL FISCAL YEAR 2006 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 and the council members are elected by the electors of the Village for a two-year term No person shall serve as mayor for more than two consecutive elected terms and no person may serve on the council or as any combination of mayor and council member for more than eight consecutive years The Council as the legislative body of the Village determines public policy to meet community needs and appoints a Village Manager who is responsible for administration of that policy and managing the Village's departments and services The Council also appoints the Village Clerk and the Village Attorney The Council is responsible for the overall direction of the village and general welfare of Key Biscayne residents Village Council elections are held on the first Tuesday after the first Monday of November every even numbered year To be eligible to seek office a person must be a resident of the Village of Key Biscayne for at least one year and be a qualified elector of the Village The members of the Village Council also serve as the Local Planning Agency The Local Planning Agency was responsible for the development of the Comprehensive Master Plan The Council sits as the Zoning Appeals Board The Local Planning Agency was created by Ordinance 92-08 on February 25 1992 Its purpose is to prepare the local comprehensive plan and conduct the comprehensive planning program All meetings of the Local Planning Agency are public meetings and agency records are public The Master Plan was adopted by the Village Council by Ordinance 95-8 September 12 1995 and accepted by the Florida Department of Community Affairs on October 20 1995 63 VILLAGE COUNCIL FISCAL YEAR 2006 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 560 Crandon Boulevard 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 2000 14 2001 7 2002 8 2003 15 2004 17 2005 12 Special Meetings 16 7 7 7 4 10 Resolutions 43 61 61 43 55 44 Ordinances 9 8 8 10 11 20 Workshops 3 2 2 4 3 6 2006 DEPARTMENTAL OBJECTIVES 8( MANAGEMENT OVERVIEW It is the desire of the Village of Key Biscayne for their development policies to protect its residential character Future residential development should be at the lowest densities consistent with protection of reasonable property rights Hotels should be permitted in order to provide ocean access opportunities and respect an established land use pattern however they should be modest in size so as not to overpower the 64 VILLAGE COUNCIL FISCAL YEAR 2006 BUDGET 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 FY 2002 FY 2003 Administrative Expenses $26 254 $26 254 FY 2004 $26 254 FY 2005 $30 000 FY 2006 $30 000 Change from FY 05 0% Other Expenses $10 000 $ 295 05 2 $309 643 $192 367 $332 912 63% Total Departments $36 254 $321 306 $335 897 $222 367 $362 912 63% BUDGET SUMMARY At $222 367 the Village Council budget decreased $113 530 from Fiscal Year 2004 The decrease is due to the removal of the Federal Relations Representative and the Miami -Dade Library Agreement 41111 Category Administrative Expenses Memberships Dues Education & Training Insurance Committee Expenses State Relations Representative Federal Relations Representative Website/Communications Chamber of Commerce Youth Council Conferences Miami -Dade Library Agreement Electricity Water & Sewer Maintenance & Repairs Art in Public Places Capital Outlay Total Village Council Village Council Budget FY 2004 Actual Adopted FY 2004 FY 2005 $26 254 $27 287 $30 000 $26000 $7617 $68 667 $54 126 $500 $0 $30 000 $42 000 $50 000 $0 $0 $0 $55 063 $55 063 $0 $0 $42 000 $0 $8 785 $4 236 $4 628 $1 232 $7 500 $2 277 $16500 $16907 $0 $0 $26 000 $34 804 $500 $ 35 000 $0 $0 $55 063 $2 000 $0 $8 500 $3 000 $0 $16 500 $11 000 Adopted FY 2006 $30 000 $26 000 $40 749 $500 $50 000 $100 000 $7 000 $55 063 $10 000 $0 $3 600 $0 $0 $15 000 $25 000 % Change 0% 0% 17% 0% 43% N/A N/A 0% 400% N/A -58% N/A N/A -9% 127% $335,897 $210,745 $222,367 $362 912 63% 65 OFFICE OF THE VILLAGE MANAGER FISCAL YEAR 2006 BUDGET MISSION STATEMENT To implement Village Council policies and to provide sound leadership and oversee all departmental activities, enabling them to work in the best interests of our community, instill the Village's mission statement among our employees to foster an outstanding level of service at a reasonable cost, and effectively implement and administer the policies established by the Council. Organizational Chart Citizens/Residents of Key Biscayne Village Council Village Manager 365-5514 Assistant to the Manager 365-8919 IT Administrator 305-365-8912 66 OFFICE OF THE VILLAGE MANAGER FISCAL YEAR 2006 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 67 OFFICE OF THE VILLAGE MANAGER FISCAL YEAR 2006 BUDGET 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 2001 1 0 FY 2002 1 0 FY 2003 1 0 FY 2004 1 0 FY 2005 1 0 FY 2006 1 0 Assistant Village Manager 0 0 0 0 0 0 1 0 1 0 0 0 Assistant to the Manager 1 0 1 0 1 0 0 0 1 0 1 0 Administrative Assistant 1 0 1 0 0 0 0 0 0 0 0 0 Administrative Intern 1 0 1 0 0 0 0 0 0 0 0 0 IT Administrator 0 0 0 0 1 0 1 0 1 0 1 0 Grant Specialist - Part Time 0 5 0 5 0 5 0 0 0 0 0 0 Receptionist - Part Time 0 0 0 0 0 0 0 5 0 0 0 0 Total 45 45 35 35 40 30 2006 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 and/or requested by the Village Council • To attend and participate in intergovernmental activities by attending meetings and facilitating the exchange of information within different jurisdictions 68 OFFICE OF THE VILLAGE MANAGER FISCAL YEAR 2006 BUDGET • To prepare and submit a Village budget by July 15th of each year • To increase the level of Village services by increasing the amount of grant-in-aid revenues • To revitalize productivity programs to reduce costs through improved methods and procedures • 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 69 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT i FISCAL YEAR 2006 BUDGET MISSION STATEMENT To administer the finances and budget of the village efficiently and report related activities accurately and timely, and to manage the insurance and employee benefit programs in the best interest of the Village and its employees. Organizational Chart Citizens/Residents Key Biscayne Village Council I Village Manager 365-5514 Human Resource Coordinator 365-8904 70 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2006 BUDGET FUNCTIONAL ORGANIZATIONAL CHART Finance and Administrative Services Department • Responsible for coordinating the financial operation of the Village departments • Coordinate and administer personnel policies and employee benefits programs and risk management • Coordinate and prepare the annual operating budget , • Responsible for comprehensive insurance program • Enterprise Fund administration consisting of billing for Solid Waste accounts and Stormwater fee calculation and administration • Capital Improvement Fund project accounting 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 risk management which deals with worker's compensation and insurance The Director of the Finance and Administrative Services Department serves as the chief fiscal officer for the Village and coordinator of the employee benefits program The Department deals with daily finance/accounting activities including payrolls and audits preparation of the operating and capital budgets preparation of 71 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2006 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 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 2004 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 2004 budget was filed December 2003 The budget was filed and accepted by the Florida Department of Revenue and met the "TRIM" (Truth in Millage Bill) Requirements on July 1 2004 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 72 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2006 BUDGET PERFORMANCE INDICATORS ACTIVITY Payroll Checks FY 2001 Actual 2 886 FY 2002 Actual 2 986 FY 2003 Actual 3 070 FY 2004 Actual 3 100 FY 2005 Actual 3 126 FY 2006 Estimated 3 150 Accounts Payable Checks 3 033 3 148 2 925 3 085 3 177 3 200 Solid Waste Bills 1 313 1 292 1 294 1 294 1 286 1 286 Employees Insurance Premiums $586 467 $757 181 $403 733 $403 733 $527 094 $577 800 Property Liability Premiums $149 204 $192 158 $322 410 $322 410 $348 026 $432 848 Manage Investments $25 004 84 4 $25 595 49 7 $7 262 251 $7 262 251 $6 892 191 $14 000 000 CAFR Award ' YES YES YES YES YES YES Budget Award 2 YES YES YES YES NO YES Audit Submittal March 26 March 31 March 31 March 31 March 31 Macrh 31 Comprehensive Annual Financial Report Certificate of Achievement (1992 first received) 2 Annual Distinguished Budget Presentation Award (1993 first received) 2006 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 2006 in preparation for the Fiscal Year 2005 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 73 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2006 BUDGET Village Health Insurance Program twice annually and advises employees of the opportunity for changes 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 2001 0 2002 0 2003 0 2004 0 2005 0 2006 0 Director Assistant Director 1 1 1 1 1 1 Assistant - Part Time 0 0 5 0 0 0 0 Admin Assist - Part Time 0 5 0 0 0 0 0 Total 15 15 10 10 10 10 FUNDING LEVEL SUMMARY FY 2001 FY 2002 Personnel Expenses $423 277 $423 863 FY 2003 $364 293 FY 2004 $397 660 FY 2005 $485 851 FY 2006 '1. Change from FY 05 $422 030 -13 13% Operational Expenses $186 884 $185 030 $600 458 $641 841 $746 549 $745 913 0°/0 Capital Outlay $0 $0 $0 $0 $0 $0 $0 Total Department $610 161 $608 893 $964 751 $1 039 501 $1 232 400 $1 167 943 13 13% BUDGET SUMMARY Administrative Services Budget increased $209 399 from the previous year budget due to the Building Manager contract and Building Maintenance for Village Hall and the Fire Station FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2006 BUDGET Category Village Manager Assistant Village Manager Assistant to the Manager Human Resources Coordinator IT Administrator Receptionist Payroll Taxes Retirement Contributions Life Health Disability Insurance Workers Comp Insurance Unemployment Insurance Finance Director- Contractual Grant Specialist Contractual Auditors Employee Development Administrative Expenses Insurance Telephone Postage Electricity Water & Sewer Rentals & Leases Printing & Binding Furniture & Fixtures Equipment Office Supplies Car Allowance Miscellaneous Memberships/Dues/Education/Training Travel Appraisers Website/Communications Contingency for Emergencies Total Administration Building Maintenance Building Maintenance- Fire Dept Building Maintenance- Police/Adman Building Maintenance Manager Maintenance & Repairs Budget Actual Adopted FY 2004 FY 2004 FY 2005 $137596 $140310 $150075 $68 250 $68 075 $73 136 $0 $9 003 $51 896 $53 012 $53 400 $57 018 $45 520 $46 062 $50 934 $11 737 $13 734 $0 $21 375 $21 940 $29 304 $37 292 $28 686 $45 967 $22 426 $29 433 $27 000 $452 $499 $431 $0 $0 $0 $100 000 $97 050 $100 000 $20 800 $10 500 $0 $61 000 $64 105 $50 000 $9 000 $0 $0 $35 000 $94 746 $50 000 $23 068 $18 299 $13 120 $50 000 $33 309 $30 000 $15 000 $13 900 $15 000 $7 544 $8 859 $2 000 $4 628 $2 064 $4 000 $0 $0 $0 $0 $0 $0 $5 000 $4 349 $2 500 $15 000 $15 827 $6 000 $35 000 $13 476 $15 000 $4 800 $4 800 $4 800 $3 500 $8 832 $3 500 $12 500 $ 7 507 $12 000 $3 000 $8 150 $3 000 $1 000 $350 $1 000 $12 000 $36 610 $25 000 $200 000 $0 $100 000 Adopted FY 2006 $162 306 $0 $60 975 $61 665 $55 085 $0 $16 599 $40 804 $21 600 $496 $2 500 $103 000 $0 $48 500 $0 $37 850 $15 335 $35 100 $13 700 $7 800 $0 $11 220 $850 $2 000 $6 600 $10 000 $0 $3 000 $7 556 $3 150 $1 000 $25 000 $100 000 °/U Change 8% N/A 17% 8% 8% N/A - 43% 11% 20% 15% N/A 3% N/A -3% N/A 24% 17% 17% -9% 290% N/A N/A N/A 20% 10% - 33% N/A - 14% 37% 5% 0% 0% 0% $1,015,501 $853,875 $922,682 $853,691 7% $0 $0 $0 $7 500 $0 $114 $7 500 $14 655 $51 361 $101 858 $96 000 $60 500 $46 242 $105 509 $102 000 $60 500 10% 4% 6% 0% Total Building Maintenance $7,500 $22,269 $309,718 $314 252 1% 75 OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2006 BUDGET MISSION STATEMENT To provide a safe, quality community environment for all islanders through responsible government. DEPARTMENTAL ORGANIZATIONAL CHART Citizens/Residents Village Council Village Clerk 365-5506 Assistant to the Clerk 365-8935 J 76 OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2006 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 1 • Administers the publication of the Village Code code supplements and the Village Charter • Provides notary services and administers oaths of office to Village officials • Serves as Financial Disclosure Coordinator with the State of Florida Commission on Ethics and serves as the Records Management Liaison with the State of Florida Department of State DEPARTMENTAL DESCRIPTION The Office of the Village Clerk was established on June 18 1991 with the adoption of the Village Charter The Charter prescribes that the Council shall appoint a Village Clerk who shall give notice of Village Council meetings keep a journal of its proceedings and perform such other duties as may be prescribed the by Village Council from time to time 77 OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2006 BUDGET The Village Clerk also provides a myriad of other services that are dictated through ordinances State statutes and tradition These services include preparing Council Agendas publishing public notices serving as Supervisor of Elections processing and maintaining custody of agreements contracts ordinances resolutions and proclamations administering publication of the Village Code and Charter and providing information and records research to the Council staff and public The Office of the Village Clerk has implemented state-of-the-art technology to enhance the dissemination of information regarding the activities of the Village Council and Village Government including • Optical -imaging of vital records and frequently requested documents (agenda packets minutes resolutions etc) which provides for quick retrieval time and reduced storage space • 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 2006 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 • 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 78 OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2006 BUDGET • To provide clerical and research support for members of the Council • To administer the publication of the Village Charter code book supplements and indexing of Council minutes under contract with Municipal Code Corporation • To provide information and records research to the public and staff • To provide notary service and administer oaths of office to committee members police and fire officers and other Village Officials • To compile and maintain the Clerk's Office Procedures and Information Manual • To serve as the Financial Disclosure Coordinator with the State of Florida Commission on Ethics and the Records Management Liaison with the State of Florida Department of State • To maintain custody of the Village Seal • To serve as liaison between the public and Council as directed RESIDENT'S EXECUTIVE SUMMARY - Village Clerk Authorized Positions Village Clerk FY 2001 1 FY 2002 1 FY 2003 1 FY 2004 1 FY 2005 1 FY2006 1 Staff Assistant - Full Time 0 0 1 1 1 1 Deputy Clerk - Part Time 0 5 0 5 0 0 0 0 0 Staff Assistant - Part Time 0 0 0 0 0 0 Total 15 15 20 20 20 20 79 OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2006 BUDGET FUNDING LEVEL SUMMARY Personnel Expenses FY 2001 $103 208 FY 2002 $112 449 FY 2003 $125 836 FY 2004 $130 093 FY 2005 FY 2006 $138 980 •i Change $156 102 11% Operational Expenses $111 934 $110 674 $179 807 $215 671 $202 735 $210 834 4% Capital Outlay $0 $0 $0 $0 $3 000 $6 000 50% Total Department $215 142 $223 123 $305 643 $345 764 $344 715 $372 937 80/0 BUDGET The Village Clerk's budget for Fiscal Year 2006 increased $28 222 over the previous year 80 OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2006 BUDGET Village Clerk Category Clerk Administrative Assistant Payroll Taxes Retirement Contributions Life Health Disability Insurance Workers Comp Insurance Automobile Allowance Insurance Electricity Water & Sewer Rentals & Leases Maintenance & Repairs Imaging Equipment/Supplies Video & Filming Supplies Ordinance Codification Indexing Minutes Elections Election Advertising Legal Advertising Videographer & Equipment Video Streaming Website/Communications Office Supplies Memberships Dues Education & Training Travel Telephone & Postage Capital Outlay Total Village Clerk Budget FY 2004 $72 361 $26 362 $7 552 $11 847 $11 519 $452 $0 $24 071 $ 7 600 $4 500 $0 $7 500 $5 000 $0 $3 500 $2 500 $20 000 $10 000 $ 75 000 $40 000 $6 000 $0 $0 $3 000 $3 000 $1 000 $3 000 Actual FY 2004 $72 212 $26 203 $7 615 $9 113 $11 756 $499 $2 350 $19 106 $3 689 $2 064 $0 $7 913 $4 512 $0 $2 424 $1 384 $1 479 $4 935 $32 515 $45 940 $5 088 $0 $2 946 $1 153 $3 554 $1 559 $599 Adopted FY 2005 $78 258 $28 511 $8 168 $12 812 $10 800 $432 $4 800 $18 234 $2 500 $3 000 $0 $0 $5 000 $0 $ 3 500 $2 500 $20 000 $10 000 $75 000 $40 000 $6 000 $0 $5 000 $3 000 $3 000 $1 200 $3 000 Adopted yo FY 2006 Change $84 637 8% $32 376 $8 951 $14 041 $10 800 $497 $4 800 $6 427 $7 560 $0 $4 069 $2 500 $5 000 $2 500 $3 500 $2 500 $15 000 $10 000 $75 000 $50 400 $6 259 $7 000 $5 000 $1 240 $4 380 $2 500 $6 000 14% 10% 10% 0% 15% 0% 65% 202% N/A N/A N/A 0% N/A 0% 0% -25% 0% 0% 26% 4% N/A 0% 59% 46% 108% 100% $345,764 $270,609 $344,715 $372 937 8% 81 VILLAGE ATTORNEY FISCAL YEAR 2006 BUDGET MISSION STATEMENT To serve the public of Key Biscayne by providing fair, honest, creative and practical legal advice to the Village Council and Village Staff and represent the Village in all legal proceedings. Organizational Chart Citizens/Residents of Key Biscayne Village Council Village Attorney Weiss Serota Helfman Pastoriza Gueces Cole & Boniske, P.A. 82 VILLAGE ATTORNEY FISCAL YEAR 2006 BUDGET FUNCTIONAL ORGANIZATIONAL CHART Village Attorney • Provides legal services to the Village as a municipality • Ensures that the various rules laws and requirements of state local and federal governments are understood and followed by the Village • Reviews and prepares contracts ordinances and resolutions • Represents the litigation matters Village in • Provide legal support services to the Village Council and ¢tuff 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 83 VILLAGE ATTORNEY FISCAL YEAR 2006 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 2006 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 84 VILLAGE ATTORNEY FISCAL YEAR 2006 BUDGET RESIDENT'S EXECUTIVE SUMMARY Village Attorney Legal Fees FY 2001 $185 000 FY 2002 $225 000 FY 2003 $300 000 FY 2004 $300 000 FY 2005 $300 000 FY 2006 $350 000 .1. Change 15 0% Professional Fees $25 000 $25 000 $25 000 $25 000 $25 000 $25 000 0 0% Other Expenses $3 000 $3 000 $8 000 $8 000 $8 000 $8 000 0 0% Total Department $213 000 $253 000 $333 000 $333 000 $333 000 $383 000 0 0% BUDGET SUMMARY The Village Attorney's budget for Fiscal Year 2006 increased 15% from the previous year Category Legal Fees Legal Fees - Lawsuits Legal Fees - Labor Relations Prof Fees - Contract Matters Other Professional Fees Court Costs and Fees Other Expenses Total Village Attorney Village Attorney Budget Actual FY 2004 FY 2004 $200 000 $100 000 $0 $25 000 $5 000 $1 500 $1 500 $298 423 $19 777 $24 711 $12 414 $0 $0 $75 Adopted Adopted FY 2005 FY 2006 $200 000 $100 000 $0 $25 000 $5 000 $1 500 $1 500 $225 000 $100 000 $25 000 $25 000 $5 000 $1 500 $1 500 % Change 13% 0% N/A 0% 0% 0% 0% $333,000 $355,401 $333,000 $383 000 15% 85 DEBT SERVICE FISCAL YEAR 2006 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 02B) 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 limit 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 Series 1993 for the purchase of the Village Green Resolution 93-57 adopted December 14 1993 authorized the issuance of the bonds (Bank Loan) in 86 DEBT SERVICE FISCAL YEAR 2006 BUDGET the amount of $ 9 2 million for a ten (10) year period ending December 15 2003 The bonds were purchased by Northern Trust Bank of Florida N A This bond is payable from and secured by a pledge and assignment of proceeds of the public service tax (utility taxes) authorized by Part I I I 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 2004 are $ 1 131 285 The bond was paid off December 1 2003 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 Meeting 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 2004 are $355 000 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 87 DEBT SERVICE FISCAL YEAR 2006 BUDGET 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 2004 is $524 000 Series 2002 Ordinance 2002-11 approved October 22 2002 authorized the issuance of not exceeding $9 987 551 20 year borrowing This being the third in a series of borrowing necessary to complete construction of the Village Civic Center project The loan bears an interest rate at 3 59% for ten years (to 11/1/2012) the initial interest rate period The second interest rate period commences 11/1/2012 until maturity The first principal payment was due August 1 2004 SANITARY SEWER FUND Ordinance 99-9 adopted November 9 1999 authorized the filing of a second amendment to the Sanitary Sewer Loan application (which was approved and executed by the State ($ 7 712 919) on November 15 1999) and increased the loan from its 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 was paid in Fiscal Year 2003 88 DEBT SERVICE FISCAL YEAR 2006 BUDGET Annual General Fund Debt Service Payment Category Adopted 2002 Adopted 2003 Adopted 2004 Adopted 2005 Village Green $1 131 521 $1 131 285 $1 129 089 $0 Civic Center Series 1999 $471 500 $818 131 $820 921 $817 886 Civic Center Series 2000 $838 400 $524 000 $524 000 $894 044 Civic Center Series 2002 $54 081 $395 175 S639 503 $741 177 Civic Center - Series 2004 $71 906 $0 $98 550 Sanitary Sewer $28 134 $28 134 Total General Fund Debt Service $2 495 502 $2 940 497 $3 141 647 S2 579 791 General Fund Issue Date Amount Series Rate Outstanding as of 9/30/2003 Principal Payment Interest Payments Outstanding as of 9/30/2004 12/14/1993 $9 2 M 1993 4 360% $1 110 000 $1 055 000 $76 285 S0 7/23/1999 $10 M 1999 4 715% $10 000 000 $355 000 $463 131 $9 270 000 10/24/2000 $10 M 2000 5 240% $10 000 000 $0 $524 000 $10 000 000 11/27/2002 $9 9 M 2002 3 590%' $9 987 551 $0 $395 175 $9 891 892 Subtotal $31 097 551 $1 410 000 $1 458 591 $29 161 892 Stormwater Utility Fund 1/25/1999 $72M 1999 4 136% $6 430 000 $195 000 $283 613 $6 225 000 TOTAL VILLAGE DEBT $37 527 551 $1 605 000 $1 742 204 $35 386 892 ARY OF OUTSTANDING GENERAL FUND DEBT FY Village Green Civic Center Sanitary Sewer Outstanding Debt Limit 1% Available 2003 $1 105 000 $29 632 551 $429 768 $31 167 319 $32 599 200 $76 881 2004 $0 $29 161 895 $412 527 $30 924 422 $36 611 145 $4 114 510 2005 $0 S30 800 609 $394 841 $29 745 450 $38 753 355 $6 344 650 2006 $0 $29 556 740 $376 700 S28 401 786 $39 915 956 $8 891 017 2008 $0 $26 593 980 $339 002 $26 932 982 $42 346 838 $15 413 856 'Interest rate changes November 1 2012 The Village is currently rated by Moody s and Standard and Poors 89 BUILD NG, 70 ING, AND P A ING DE 'A! TM NT FISCAL YEAR 2006 BUDGET Mission Statement To provide the residents of the Village, their architects, engineers, and contractors with friendly and expedient service with the highest degree of professionalism and integrity 90 VILLAGE OF KEY BISCAYNE BUILDING, ZONING AND PLANNING DEPARTMENT ORGA NIZATIO NAL CHART Dir ector 365-8908 J Chi ef Building Official 365-8902 Recepti onist/Permit Clerk 365-5511 Chief Permit Clerk 365-5501 P ermit Clerk 365-8938 P ermit Clerk 365-8916 Chief Building Inspector 365-8941 1 Back-up Building Inspec tor 365-5508 Chief Electrica l Inspector 365-8943 Chief Plumbing Inspector 365-8942 Chief Me cha nical Inspector 365-8944 / Pl an (Zoning) Revi ewer 305-365-5502 1 Sr. Cods Enforcement Offic er 365-8917 J BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2006 BUDGET 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 all Council memorandums and reports • Prepares and manages the department's budget • Performs assignments at the direction of the Village Manager I 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 I 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 • Preparation of the 2020 Vision • Preparation of the EAR (Evaluation and Appraisal Report -1995 Master Plan BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2006 BUDGET DEPARTMENTAL DESCRIPTION The Department is composed of three (3) divisions Building Zoning and Planning which work together to accomplish the Department's 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 all Departments and governmental agencies The Building Division's primary responsibility is the administration of the 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 Staff also insures that all construction work has received building permits Property owners and contractors that are working without permits receive violation notices fines and penalties 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 issues occupational licenses to all businesses This work involves inspections invoices and collection of delinquent accounts Staff administers change of zoning requests variance applications and prosecution of violators before the Special Master Miami -Dade County Construction Regulation Board and Florida Department of Business Regulations Division of Construction The Planning Division administers the Comprehensive Plan as set forth in Florida Statutes including the processing monitoring and evaluation of amendments to the Plan Concurrency Regulations Development of Regional Impacts and other issues that relate to the overall planning and legislative control of the Village The Division is also responsible for the preparation of new Zoning and Land Development Regulations for the Village consistent with the Master Plan recommendations to the Village Council regarding Site Plan Review applications and variances Staff prepares studies as directed by the Village Manager A significant portion of the Planning Division's work is the preparation of the 2020 Vision Plan and the Evaluation and Appraisal Report (EAR) of the 1995 Master Plan The Village Council appointed an 18 member Committee to assist in this effort and engaged the services of two consulting firms The Local Government Comprehensive Planning Act requires each municipality to complete an Evaluation and Appraisal Report (EAR) of its Comprehensive Plan The EAR provides an opportunity for the Village to determine the progress that was made in meeting the goals and objectives as set forth in our 1995 Comprehensive Plan The preparation of the EAR provides the Village with baseline data and analysis that can be used to prepare a Visionary Plan for the Village The Visionary Plan is not required by the State The 2020 Vision Plan will establish quality of 94 BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2006 BUDGET life goals and objectives standards ideals and aspirations for the Village The 2020 Vision Plan will translate these abstract associations into quantifiable actions that can be implemented The preparation of this plan is the logical next step following the goals and objectives that were adopted by this and previous Councils ACCOMPLISHMENTS FOR FISCAL YEAR 2005 1 Crandon Boulevard Master Plan In February of 2004 the Village Council adopted the Crandon Boulevard Master Plan The Plan set forth streetscape improvements for Crandon Boulevard from the entrance of the Village to the State Park and on Harbor Drive from Fernwood Road to Crandon Boulevard Staff worked closely with the engineer and managed the construction bid process Staff was involved with the planning of Phase 1 (McIntyre Street/Crandon Boulevard Intersection) and assisted in the funding for Phase 2 which is now under construction Staff prepared two grant applications which were funded at $1 0 million each for Phase 3 Staff also assisted the Village Manager's Office in obtaining a commitment from Miami -Dade County to provide funds from the Causeway tools Staff is also monitoring the preparation of the engineering drawings for Phase 3 2 Crandon Boulevard Zoning Ordinance The Village Council created a Committee to review the C-1 Commercial District zoning regulations which govern the development of properties along Crandon Boulevard and Harbor Drive from Fernwood Road to Crandon Boulevard Staff was responsible for the administration of this Board including agendas minutes and public notices Staff also drafted the zoning ordinance and worked closely with a consultant who prepared renderings of potential developments based on the proposed zoning The new zoning ordinance is designed to insure that new development is consistent with the "New Urbanism" planning for commercial corridors The Village Council held several public hearings and workshops in FY2005 It is expected the ordinance will be adopted in November 2005 3 Art in Public Places Board The Art in Public Places Board mission is to increase the awareness of artworks in the Village Staff assisted the Board in accomplishing the following a Administration of the Village's first "Call to Artists" that led to retaining Sarah Morris b Preparation and submission of a grant to the Key Biscayne Community Foundation that funded the Village's first Art in Public Places Speaker Series 95 BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2006 BUDGET c Acquisition of two pieces of artwork as gifts d Installation of the Key Biscayne Mural in the Community Room e Preparation of the Draft Art Master Plan f Administration of the Board including the preparation of agendas minutes and meeting notices 4 Noise Ordinance Review Committee (NORC) This eight (8) member committee was tasked with reviewing the Noise Ordinance and to make recommendations for changes in order to insure the regulations are consistent with the high quality of life associated with the Village The Board met 12 times and held a public hearing Following the hearing they recommended several changes to the Village Council The Council held several public hearings and workshops in FY2005 It is expected the Noise Ordinance will be adopted in November 2005 5 Occupational Licenses Implemented an enforcement program to insure that all businesses in the Village have the proper occupational licenses This program resulted in an increase in occupational license revenues by 9% over the adopted budget projection 6 Code Enforcement Program In recognition of the Council's desire for an improved appearance of the Village the Department placed a high priority on code enforcement activities Emphasis was placed on maintenance of construction sites proper disposal of trash debris and clippings and appearance of the buildings The goal of code enforcement is to achieve compliance through voluntary measures and to solve problems prior to complaints being filed with the Village When property owners fail to meet the Village's standards after a verbal warning written warnings are issued If this fails violation notices are issued and eventually these cases are prosecuted before the Special Magistrates As a result of stricter code enforcement activity 851 properties were inspected and 568 were found not to have violations Of those properties with violations 210 property owners voluntarily complied and 107 were issued violation notices and 44 cases were heard by the Special Magistrates 7 Code Enforcement Ordinance Staff and the Village Attorney prepared an amendment to the Village's Code Enforcement Ordinance which provided for a more efficient means of notifying property owners of violation an expedited code enforcement process and hearings before the Special Magistrates The Village Council adopted the ordinance 96 BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2006 BUDGET 8 Implementation of Construction Clean Site Program This program includes daily tours of construction sites placement of red vinyl coated fencing between the site and the street resulting in safer jobs port -o -lets on private property and removal of all construction equipment at the end of the day Violators receive one warning notice and a violation is automatically issued Repeat offenders receive no warning notices 9 Storage and Scanning of Plans With the exception of active permits most of the building plans have been placed in a warehouse off the island in a hurricane resistant building The plans have been bar coded and inventoried for retrieval purposes Staff can view the inventory over the Internet All projects that receive Certificates of Occupancy and Certificates of Completion are now scanned on CD ROMs Nearly 90% of all plans that received a building permit since the Village was incorporated have been scanned 10 Revenue and Expenditures 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 that was adopted in 2000 Resolution No 2002-45 established a funding policy of establishing building permit fees to cover the cost of operating the Building Division This policy recognizes that for the most part the Building Division provides services to those property owners involved in construction As the Planning and Zoning Divisions provide services to all citizens Resolution No 2002- 45 recognized that the funding of these Divisions should be substantially through the General Fund In FY2003 the Department's revenues and expenditures were consistent with the policies as set forth in Resolution No 2002-45 In FY2005 the Building Division generated revenues that were within 2% of the operating cost 11 Internet Connectivity to the Permit System The Department's Mission Statement establishes customer service as our highest pnonty In support of this objective in FY 2004 our citizens and customers were able to view building permit data obtain permit and public hearing applications and inquire as to the status of permit applications and inspections This new technology utilizes the Internet through the building permit system PERFORMANCE INDICATORS ANNUAL (FY 2003) 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 97 BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2006 BUDGET Municipality Population Number of Inspections 12,771 Number of Inspections Per Capita 0 51 Number of Permits Issued 2,675 Number of Permits Per Capita 0 11 Aventura 2000 Census 25,267 Key Biscayne 10,507 13,360 1 27 2,581 0 25 Miami Springs 13,712 4,098 0 30 1,817 0 13 North Bay Village 6,733 463 0 07 417 0 06 South Miami 10,741 3,517 033 1,302 0 12 Sunny Isles 15,315 No records No records 1,408 0 09 Permits, Inspections, Occupational Licenses, and Enforcement Activity The following table tracks permits inspections occupational license and enforcement activity The data indicates that the permit activity peaked with the construction of the Ocean Club and Grand Bay projects The Grand Bay project was completed in FY 2001 The entire Ocean Club project was completed FY2003 The number of Master and Trade Building Permits and inspections has increased which indicates a strong market in condominium and single family home renovations and in new single family home construction FY2004 and FY2005 showed an increase of almost 16% in the number of permits issued even though there was a 15% decline in the number of inspections This disparity is a result of the number of inspections required for renovations of condominiums and single family homes being less those required for construction of multiple family buildings at the Grand Bay and Ocean Club developments In FY2004 staff implemented a new licensing software program which resulted in a 100% collection rate and an identification of each license that was required to be obtained by each business This increased revenues from $47 775 in FY2003 to nearly $59 000 in FY2004 for a gain of nearly 20% These increases mean the occupational license fees can remain the same as in 2002 when they were last adjusted for inflation PERMIT AND INSPECTION ACTIVITY BY FISCAL YEAR ACTIVITY FY 2001 Actual FY 2002 Actual FY 2003 FY 2004 FY 2005 FY 2006 Actual Actual Actual Projected Permits (Master and Trade) 2 785 2 417 2 581 3 061 3 045 3 000 Inspections Made 19 127 16 320 13 360 10 652 9 103 9 000 Certificates of Use and Certificates of Completions 63 75 103 111 105 100 Occupational Licenses 598 625 668 428* 433 475** 98 BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2006 BUDGET Enforcement 864 800 1 523 1 807 1 971 2 000 Activity * New license program combined the number the number of licenses per business ** New commercial building on a vacant lot at 200 Crandon Boulevard with shops and stores FY2005/2006 DEPARTMENTAL OBJECTIVES AND MANAGEMENT OVERVIEW The Department's objectives are focus on Customer Service Revenue Generation and Planning Customer Service The Department's mission establishes customer service as our highest pnority In support of this objective in FY 2004 our citizens and contractors were able to view building permit data and inquire as to the status of permit applications and inspections through our webpage In FY2006 we plan to expand this service to include the issuance of minor permits This new technology utilizes the Internet through the building permit system We will also continue in our long term objective to place all building plans on CD-ROM In FY 2006 90% of all plans will be digitized on CD-ROM We will continue to warehouse plans and inventory them using a bar code system The latter provides for same or next day retrieval The CD-ROM allows citizens to view and print plans in the office but at a reduced scale The Internet CD-ROM and bar coding are designed to provide better service to our citizens The Internet provides a new technology at no cost to our citizens and at a small expense to the Department OBJECTIVES A Customer Service 1 Provide Internet access to the Building Permit 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 Walk through permits b Roofing fence and driveway permits c Trade permits d Inspection requests e Apt/Condo remodeling f New construction additions interior remodeling to single family homes same day service l day l day Next day service 1-5 days 14 days new construction 10 days for others 99 BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2006 BUDGET g Large projects not included above 20 - 30 days depending on complexity 3 Scanning of Plans Scan all plans that receive a Certificate of Occupancy or Certificate of Completion in FY 2001 Plans will be scanned within 30 days of the date a Certificate of Occupancy or Certificate of Completion is issued In FY2006 it is our objective to have 90% of all plans scanned 4 Bar Coding of Plans Approximately 75% of all plans have been inventonzed and bar coded Our objective for this fiscal year is to inventory and bar code all plans excluding those which are still under construction B Revenue Generation 1 Building Permits Staff will closely monitor revenue expenditures and number of permits and inspections to ensure that staff is available to maintain the high level of service to our citizens Our goal is to collect sufficient permit fees that pay for the operation of the Building Division This goal has been achieved since the fees were adjusted in FY2002 and effective in FY2003 2 Occupational Licenses Through the deployment of new occupational license software in FY2004 the Department was able to track late payments and penalties In FY2006 a new office and retail center at 200 Crandon Boulevard will open These commercial uses will generate additional revenue Our goal is to generate sufficient revenue to offset the cost of a Code Enforcement Officer C Planning 1 Comprehensive Plan Evaluation and Appraisal Report (EAR) The Local Government Comprehensive Planning Act requires each municipality to complete an Evaluation and Appraisal Report (EAR) of its Comprehensive Plan The EAR provides an opportunity for the Village to determine the progress that was made in meeting the goals and objectives as set forth in our 1995 Comprehensive Plan The Florida Department of Community Affairs (DCA) has determined the EAR is due on February 1 2005 Preparation of the EAR commenced in FY2005 and will be completed in FY2006 2 Vision Plan The preparation of the EAR provides the Village with baseline data and analysis that can be used to prepare a Visionary Plan for the Village The Visionary Plan is not required by the DCA The Visionary Plan will establish quality of life goals and objectives standards ideals and aspirations for the Village The Vision Plan will then translate these abstract associations into quantifiable actions that can be implemented The preparation of this plan is the logical next step following the goals and objectives that were adopted by Council Preparation of this plan commenced in FY2005 and will be completed 100 BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2006 BUDGET in FY2006 3 Implementation of the Crandon Boulevard Master Plan The Master Plan was approved by the Village Council on February 24 2004 Funding for Phase 1 McIntyre Street intersection was through the Civic Center project Funding for Phase 2 from the entrance to the Village to McIntyre Street was put in place in FY2004 through a state grant and bonding of funds from the 1/2 penny sales tax The Department participates in the construction of Phase 2 Phase 3 funding from McIntyre Street to the State Park is being sought The preparation of construction drawings for Phase 3 commenced in late FY2005 and will be completed in FY2006 The Department manages the preparation of the plans It is expected that Phase 3 of the project will be under construction late in FY2006 4 Art in Public Places Program In FY2004 The Art in Public Places Board issued a Call to Artists for artwork near the Community Center The Village Council also funded the acquisition of artwork for the Village Hall and Fire Rescue Stations Construction of this project will start in early FY2006 Staff manages this project Staff also assists the Board in establishing an Art Speakers Series and in the administration of the Board's monthly meetings In FY2006 the Board will complete a Village Art Master Plan which will be submitted to the Council for adoption ANNUAL COMPARISON OF STAFFING Our current staffing provides a very high level of service to our contractors and citizens involved in construction and to citizens who often meet with staff to learn more about construction activity near their homes An examination of staffing levels shows a decline in response to the reduction of inspections STAFFING LEVELS BY FISCAL YEAR Position 2002 2003 2004 2004 1 0 2006 1 0 Director 1 0 1 0 1 0 Building Official 1 0 1 0 1 0 1 0 1 0 Receptionist/Permit Clerk 1 0 1 0 0 5(a) 1 0(c) 1 0 Permit Clerk 2 0 2 0 2 0 2 0 2 0 Chief Permit Clerk 1 0 1 0 1 0 1 0 1 0 Plan (Zoning) Reviewer 1 0 1 0 1 0 1 0 1 0 Sr Code Enforcement Officer 1 0 1 0 1 0 1 0 1 0 Chief Building Inspector 1 0 1 0 1 0 1 0 1 0 101 BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2006 BUDGET Chief Electrical Inspector 1 0 1 0 1 0 1 0 1 0 Chief Plumbing Inspector 1 0 1 0 1 0 1 0 0 5(d) Chief Mechanical Inspector 1 0 1 0 1 0 1 0 1 0 Building Inspector 1 0 1 0 1 0 1 0 1 0 Community Assistant 1 0 0 0(b) 0 0 0 0 0 0 Inspectors - 4 Part Time 2 0 0 0(b) 0 0 0 0 0 0 Total 160 130 125 130 125 (a) Receptionist/Permit Clerk position is shared with the Village Manager s Office on a 50/50 basis (b) Termination of employees due to completion of the Grand Bay/Ritz and Ocean Club projects (c) In FY03 this position was shared 50/50 with the Village Manager s Office In order to provide clerical assistance to the Special Masters and Code Enforcement this position was returned to BZP on a 100% basis (d) In FY05 this position was reduced to part time based on permit and inspection activity FUNDING LEVEL SUMMARY Personnel Expenses Operational Expenses FY2002 $1 192 393 FY2003 $1 081 373 FY2004 $1 123 377 FY2005 $1 153 958 FY2006 $1 228 597 •I. Change 60% $175 974 $168 957 $176 685 $168 161 $187 733 90% Capital Outlay $0 $0 $0 $0 $0 0% Total Department $1 368 367 $1 250 330 $1 300 062 $1 322 119 $1 416 330 7 0% 102 BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2006 BUDGET Category Director Building Official Chief Permit Clerk Permit Clerk Receptionist/Permit Clerk (1) Permit Clerk Plan Reviewer Sr Code Enforcement Officer Chief Building Inspector Chief Electrical Inspector Chief Plumbing Inspector (2) Chief Mechanical Inspector Building Inspector Inspectors (Part-time) Overtime Salaries Payroll Taxes Retirement Contributions Life Health Disability Insurance Workers Comp Insurance Master Plan Professional Services Special Masters Contractual Services Website/Communications Telephone Rentals & Leases Insurance Maintenance & Repairs Printing & Binding Postage Electricity Water & Sewer Electronic Scanning Supplies Membership & Dues Education & Training Mileage Car Allowance Miscellaneous Equipment Budget Actual Adopted FY 2004 FY 2004 FY 2005 $112 273 $113 135 $115 641 $105 091 $105 755 $113 656 $39 915 $40 281 $43 168 $31 942 $32 291 $34 545 $11 737 $12 036 $25 388 $29 970 $30 398 $32 413 $65 951 $66 547 $71 326 $39 472 $38 728 $38 056 $75 879 $76 288 $82 064 $79 673 $80 102 $86 167 $75 879 $53 268 $30 000 $75 879 $70 671 $82 064 $63 180 $64 353 $68 329 $18 000 $12 014 $38 272 $5 000 $4 364 $0 $61 653 $60 456 $65 873 $99 170 $76 285 $103 330 $75 991 $70 648 $70 200 $56 712 $62 626 $53 465 $1 000 $0 $1 000 $25 000 $24 915 $25 000 $7 000 $1 455 $7 000 $20 000 $20 633 $20 000 $0 $0 $0 $3 150 $4 266 $3 150 $0 $0 $0 $24 071 $19 420 $18 212 $14 000 $7 582 $0 $7 500 $3 889 $3 750 $3 750 $0 $3 750 $7 544 $3 689 $2 500 $4 628 $2 064 $3 000 $20 000 $18 596 $30 000 $12 000 $10 485 $12 000 $5 000 $1 283 $5 000 $6 000 $4 190 $9 000 $3 000 $203 $3 000 $4 800 $4 800 $4 800 $2 000 $3 565 $2 000 $10 000 $11 011 $15 000 Adopted FY 2006 $131 317 $118 696 $46 686 $37 360 $27 457 $35 054 $77 139 $39 959 $88 752 $89 904 $ 30 000 $88 752 $73 898 $38 272 $0 $67 468 $106 197 $70 200 $61 485 $1 000 $25 000 $7 000 $20 000 $ 7 000 $3 150 $3 780 $25 203 $0 $5 000 $2 000 $7 800 $0 $30 000 $12 000 $5 000 $9 000 $3 000 $4 800 $2 000 $15 000 °/U Change 14% 3% 8% 8% 8% 8% 8% 5% 8% 3% 0% 8% 8% 0% N/A 2% 3% 0% 15% 0% 0% 0% 0% N/A 0% N/A 38% N/A 33% -47% 212% N/A 0% 0% 0% 0% 0% 0% 0% 0% Total Building, Planning & Zoning $1,303,812 $1,212,290 $1,322,119 $1 416 330 7% 103 FIRE RESCUE DEPARTMENT FISCAL YEAR 2006 BUDGET MISSION STATEMENT To contribute to a safe, quality community environment fo landers through responsible Fire Rescue Services. "A" Shift Fire Captain (1) 365-8929 r 1 Fire Lieutenant (1) 365-8930 i Firefighter/ Paramedics (9) 365-8930 DEPARTMENTAL ORGANIZATION CHART Chief of Fire Rescue 365-8999 Deputy Chief Of Fire Rescue 365-8988 "B" Shift Fire Captain (1) 365-8929 Fire Lieutenant (1) 365-8930 i Firefighter/ Paramedics (9) 365-8930 J (Administrative Assistant 365-8989 Assistant Fire Marshal 365-8987 EMS Coordinator 365-7576 Fire Training Officer 365-7575 J 104 FIRE RESCUE DEPARTMENT FISCAL YEAR 2006 BUDGET FUNCTIONAL ORGANIZATIONAL CHART Office of the Chief of Fire Rescue • Responsible to Village Manager for Fire Rescue Emergency Preparedness All Hazards Mitigation and Reco ve ry • Administers all Departmental functions assisted by the Deputy Fire Chief and Administrative Assistant • Coordinates with other Departments and organizations • Coordinates with other Local State and Federal agencies • Oversees budget monitors and proc esses all expenditures • Administrates personnel functions • Maintains and manages all records and reports Office of the Deputy Chief of Fire Rescue • Responsible to Village Fire Chief for Fire Prevention Emergency Medical Services Research and Development and Training • Directs the Administrative Operations and Medical Services Division of the Department • Serves as Village Fire Marshal • Directs the Assistant Fire Marshal EMS Coordinator and Training Officer • Serves as Fire Department Accreditation Manager • Oversees and coordinates day to day administrativ e and emergency services delivery • Reviews and revises operational procedures Office of the Assistant Fire Marshal • Responsible to Village Deputy Chief • Responsible for and coordinates Fire and Life Safety activities within the Village • Responsible for and coordinates Fire Safety and Public Education activities within the Village • Serves as Public Information Officer of the Direction of the Village M anager • Coordinates with other Local State and Federal agencies on Fire and Life Safety issues Office of the Emergency Medical Services Coordinat or • Responsible to the Village Deputy Chief • Re sponsible for the Quality Assurance/Management of EMS within the Village • Responsible for and coordinates Paramedic Training within the Department • Coordinates with other Local State and Federal agencies on Fire and Life Safety issues Office of the Fire Training Officer • Responsible to the Village Deputy Chief • Responsible for an coordinates all Training activities within the Department • Responsible for and coordinates Training opportunities within the Village • Responsible for needs assessm ents and all training r ecords • Coordinates with other Local State and Federal agencies training mandates are adhered to Operational Services Captain • Fire Captain A Shift • Responsible for training operational readiness and research and development • Responsible for overall supervision of all fire rescue public education and inspection activities while on duty • • Medic al Services Captain Fire Captain B Shift Responsible for health and safety Responsible for ove rall supervision of all fire rescue public education and inspection activities while on duty FIRE RESCUE DEPARTMENT FISCAL YEAR 2006 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 Firefighter/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 with emergencies All of the buildings within the Village are inspected two (2) times a year to assure compliance with appropriate codes and to provide needed familiarization for the Fire Rescue crews who may be required to fight fires in any one of them Inter -governmental support from the City of Miami is an essential component of the Village's Fire Rescue Department Through an Automatic Aid and Ancillary Services Agreement, the City of Miami provides emergency back-up services and several key support functions for Village Firefighter/Paramedics This partnership has also led to the establishment of the Switch With Another Paramedic Program (SWAP) 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 April 16, 1998, and Resolution No 98-555, adopted by the City of Miami Commission on June 9, 1998, provided for a second five-year contract This contract became effective on October 1, 1998, and ran through September 30, 2003, for a fixed fee of $460 000 annually, or $38,333 monthly In late September of 2003, the City of Miami Commission adopted a resolution extending the agreement on a month -to -month basis, not to exceed six (6) months, from October 1, 2003 through April 30, 2004 while the City and the Village conclude negotiating a third five year contract Resolution No 04-17 adopted by the Village Council on April 13, 2004, and Resolution No 04-0132, adopted by the City of Miami Commission on March 11, 2004, provided for a third five-year contract This contract became effective on April 1 2004 and runs through March 31, 2009 for a fixed fee of $479,000 annually, or $39,930 monthly On September 10, 1998, the Board of Directors for the Commission on Fire Accreditation International awarded the Village Fire Rescue Department International Accredited Agency Status making the Department the tenth (10th) in the world and the first (1st) in the state of Florida to achieve this recognition On August 21, 2003, the Commission on Fire Accreditation International unanimously approved the Re -Accreditation of the Department for 2003-2008 In addition, the Insurance Services Organization (ISO) conducted a site visit of the Village Fire Rescue Department in November of 1998 On March 15, 1999, the ISO notified the Village that upon completion of their evaluation of the public protection classification for the Village, that our 106 FIRE RESCUE DEPARTMENT FISCAL YEAR 2006 BUDGET protection class had been improved and upgraded from a Class 4 to a Class 3 Surveys of the community by the Chamber of Commerce, Florida International University and the Fire Department show the tremendous level of citizen satisfaction with the Department In the survey conducted by the Department where questions were asked such as quality of care, professionalism, procedures being explained, and the level of concern and caring shown not only to the patient but to the family as well, the results indicated a 97 2% excellent to outstanding level of customer satisfaction Other functions that build on our full service designation include the provision of citizen blood pressure monitoring, citizen CPR classes, first -aid classes, 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 Chief of Fire Rescue, an Assistant Fire Marshal, an Emergency Medical Services Coordinator, a Training Officer, an Administrative Assistant, three (3) Fire Captains and three (3) Fire Lieutenants On January 27, 2004, Village Council approved Ordinance 04-3 providing for the funding of four additional Firefighter/Paramedics for a total of twenty-seven (27) effective July 1, 2004 All of the sworn personnel under the rank of Deputy Fire Chief are State Certified Paramedics We are the only Fire Rescue Department in South Florida with this distinction PERFORMANCE INDICATORS 2004-2005 Emergency call volume for Calendar Year 2004 broke down as follows, nine hundred and thirty- eight (938) medical calls for service and thirteen hundred thirty-seven (1337) fire related calls for service totaling two thousand two hundred seventy-five (2275) emergency responses For Fiscal Year 2005, medical calls for service totaled one thousand forty-nine (1049) with eleven hundred and three (1103) fire related calls for service totaling two thousand one hundred and fifty- two (2152) emergency responses The Fire Rescue Department continues to provide for an excellent response time under three minutes twenty three seconds (3 23) while maintaining a current minimum on -duty staffing of eight (8) or more Firefighter/Paramedics at all times During Fiscal Year 2005, the Department continued to provide the same excellent level of service as has been provided in years past Strong emphasis and commitment continues toward the Department's highly successful public service programs such as citizen CPR classes, first -aid classes, blood pressure testing and school age fire safety training and education The Department continues to participate in an extensive fire prevention inspection program in all high-rise and mercantile structures as well as the challenges offered by new construction projects The Department continues teaching Village residents the Community Emergency Response Team (C E R T) program 107 FIRE RESCUE DEPARTMENT FISCAL YEAR 2006 BUDGET The 2004 Hurricane season saw members of the Village Fire Rescue Department respond to the recovery efforts after Hurricane Charley, Frances, Jeanne and Ivan As part of the Village's Memorandum of Understanding with the State of Florida and Federal Government, Department trained and certified members were activated for Search and Rescue, Critical Incident Stress Management and to serve in the capacity as Public Information Officers immediately after the hurricane(s) made landfall In addition to the emergency responses, members of the Fire Rescue Department responded to Charlotte County following Hurricane Charley to help with an effort coordinated by the International Association of Firefighters Firefighters and Police Officers from across Florida joined forces to repair the homes of colleagues who lived and served on the west coast In October of 2004, the Village Fire Rescue Department took delivery of a thirty-three (33') foot Fire Safety House/Trailer This Fire Safety House was given to the Department as part of the Assistance to Firefighters Grant (F I R E Act) The Fire Safety House will enhance the Department's Public Education programs — especially in teaching younger individuals how to prevent fires and what they should do should a fire occur In November of 2004, the Village Fire Rescue Department entered into an Interlocal Agreement allowing for the purchase of equipment and training, not to exceed forty-nine thousand and seven hundred and five ($49 705 00) dollars provided by the Urban Areas Security Initiative (UASI) as part of a Homeland Security program This funding is being utilized to train and equip the Fire Rescue Department in the areas of Weapons of Mass Destruction and for possible Terrorism events After becoming the first Fire Rescue service in the State of Florida to be Accredited by the Commission on Fire Accreditation International (C FA I ), the Department continues its commitment towards excellence by preparing for the annual audit of our programs to maintain the Accredited Agency Status In June of 2003, the CFAI sent into the Village a new four (4) person Peer Assessor Team to again evaluate the programs and services of the Department with the intention of recommending Re -Accreditation Status On August 21 2003, the Commission on Fire Accreditation International unanimously approved the Re -Accreditation of the Department for 2003-2008 In addition, the Insurance Services Organization (ISO) notified the Village that upon completion of their evaluation of the public protection classification for the Village, that our protection class had been improved and upgraded from a Class 4 to a Class 3 The Department continues the high quality emergency medical services to all residents through training programs, patient satisfaction surveys and quality assurance audits of the medical care delivery system The latest survey conducted by the Department indicates that 97 2% of those surveyed rate the Department with an excellent to outstanding customer satisfaction level 108 FIRE RESCUE DEPARTMENT FISCAL YEAR 2006 BUDGET ALARM SUMMARY REPORT January 1, through September 30, 2005 01 02 03 04 Sept 05 YTD Total Calls 2140 2058 2190 2275 158 1655 Fire 1124 1151 1210 1337 80 866 Medical 1016 907 980 938 78 789 Medical Transports 484 397 454 431 49 398 Miami Unit Responses 172 182 166 49 3 26 Selected Significant Calls 01 02 03 04 Sept 05 YTD Assist Citizen 45 36 85 399 2 105 Automatic Fire Alarm 626 729 686 566 45 399 Building Fire * 50 49 52 41 2 33 Car Fire 6 5 5 0 0 2 Lockout 254 189 164 70 16 108 Person Stuck in Elevator 53 44 45 28 1 9 Wires Down 26 19 15 22 2 39 Fire Losses $23,125 $124,250 $59,100 $306,300 $1,450 $57,300 Cardiac Arrest 19 6 5 8 1 18 Chest Pain 97 85 76 46 3 48 Diabetic 10 16 7 15 2 21 Difficulty Breathing 69 45 80 31 2 46 Fall 163 106 133 77 4 74 Stroke 17 11 16 16 3 20 Traumatic Injury 24 50 39 184 15 157 *Building Fires include a variety of situations including vegetation brush trash and other fires 109 FIRE RESCUE DEPARTMENT FISCAL YEAR 2006 BUDGET ACTIVITY 2000-2001 Full Fiscal Year 2001-2002 Full Fiscal Year 2002-2003 Full Fiscal Year 2003-2004 Full Fiscal Year 2004-2005 Full Fiscal Year Response Time 3 minutes 2 minutes 50 seconds 2 minutes 58 seconds 3 minutes 29 seconds 3 minutes 23 seconds SWAP Program 90 Exchanges 47 Exchanges 16 Exchanges 7 Exchanges 5 Exchanges Inspection Activity 2 426 Inspections4 840 Inspections 307 Inspections 332 Inspections 269 Inspections Residential Inspections 50 Inspections 0 Inspections 0 Inspections 0 Inspections 0 Inspections Hydrant Inspections 9 Hydrant Inspections 249 Hydrant Inspections 4 Hydrant Inspections 1 Hydrant Inspection 478 Hydrant Inspections Hose Tests 1 Complete Fire Hose Test 1 Complete Fire Hose Test 3 Complete Fire Hose Tests 5 Complete Fire Hose Tests 0 Complete Fire Hose Test Citizen Blood Pressure Enrollments 110 People Enrolled 117 People Enrolled 203 People Enrolled 234 People Enrolled 187 People Enrolled CPR and Accident Prevention Classes 76 Citizen CPR and Accident Prevention Classes reaching 2294 residents3 78 Citizen CPR and Accident Prevention Classes reaching 5079 residents3 42 Citizen CPR and Accident Prevention Classes reaching 4330 residents3 72 Citizen CPR and Accident Prevention Classes reaching 5932 residents3 39 Citizen CPR and Accident Prevention Classes reaching 5932 residents' Physical Fitness Testing 1 Physical Fitness Test For each Firefighter 1 Physical Fitness Test For each Firefighter 1 Physical Fitness Test For each Firefighter 0 Physical Fitness Test For each Firefighter 1 Physical Fitness Test For each Firefighter Company Drill 3072 hrs of drill 3072 hrs of drill 3072 hrs of drill 3072 hrs of drill 3072 hrs of drill Company School 3072 hrs of school 3072 hrs of school 3072 hrs of school 3072 hrs of school 3072 hrs of school Fire Incidents' 1050 1114 1148 1403 1103 Medical Incidents 930 959 924 944 1049 Rescue Transports 450 432 427 441 501 1 Fire Incidents include a variety of situations including response to structure fires vehicle fires automatic alarms smoke scares and all other incidents other than medical situations 2 Inspection Activity includes Hi Rise Commercial Construction Educational and Special Hazard sites 3 Public Education Activates 4 Number of inspections lower due to fewer reinspections and more buildings in compliance 110 FIRE RESCUE DEPARTMENT FISCAL YEAR 2006 BUDGET 2006 DEPARTMENTAL OBJECTIVES AND MANAGEMENT OVERVIEW The Fire Rescue Department will continue to provide a cost effective, as well as a very efficient, level of service to the community it serves Benchmarking and performance evaluation continuously assure this objective In October of 2002, the Fire Rescue Department moved into a new two (2) story, four (4) bay, state-of-the-art fire station located in the center of the Village on the main thoroughfare through the community This new facility has enhanced the level of fire and rescue services to the residents and visitors of the Village and will for many years to come 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 In June of 2003, the CFAI sent into the Village a new four (4) person Peer Assessment Team to again evaluate the programs and services of the Department with the intention of recommending Re -Accreditation Status On August 21, 2003, the Commission on Fire Accreditation International unanimously approved the Re -Accreditation of the Department for 2003-2008 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 During FY 2005, the Village Council by Resolution No 2005-18, authorized the Village Fire Rescue Department to purchase two (2) new rescue transport vehicles The new vehicles — 2006 Navistar 4400LP Transport Ambulance Modules — utilize the latest state-of-the-art design and configuration to better assist the Firefighter/Paramedics in the performance of their treatment and comfort activities Delivery and acceptance of these vehicles was to take place by October 30, 2005 In April of 2005, the Village Fire Rescue Department applied to the Federal Emergency Management Agency and the United States Fire Administration for an Assistance to Firefighters Grant (F I R E Act) in the amount of one hundred and two thousand four hundred and thirty-five ($102 435 00) dollars The Department requested the Grant to fund a Wellness/Fitness and Injury Prevention program in order to enhance the health and safety of Department members The 111 FIRE RESCUE DEPARTMENT FISCAL YEAR 2006 BUDGET requested Wellness/Fitness and Injury Prevention Program will be accomplished with the purchase of equipment and the contractual procurement of medical services to ensure that Fire Rescue Department members are physically able to carry out their duties and enjoy healthier injury -free careers 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 Due to recent events throughout the world, and this country, this program has been expanded to involve awareness level training in Weapons of Mass Destruction and Terrorism No community is immune In March of 2004, the Village Council approved a recommendation from the Fire Chief and Village Manager to add the position of Training Officer to the Department's Table of Organization This position serves in two (2) capacities First, the Training Officer coordinates all Training activities within the Department Additionally, the Training Officer coordinates training opportunities within the Village for Village residents Effective July 1 2004, assigned Departmental Shift Staffing went from ten (10) to eleven (11) with approval of Council This level of staffing allowed for a daily minimum staffing of eight (8) members on duty 24/7 and fully staffed each fire fighting apparatus with four (4) members per fire fighting truck 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 The newly acquired thirty-three (33') foot Fire Safety House/Trailer will enhance the Department's ability to teach young adults on how to prevent fires and what to do should one occur 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 sixth year Key Biscayne is the only South Florida community where the program is offered in every educational institution For the fifth year in a row, the Fire Chief mentors a fifth grade class utilizing the Kids And the Power Of Work (KAPOW) curriculum The Department will continue to enhance the quality of life for its residents by continuing to offer Citizen CPR, First Aid and Accident Prevention classes The Department will continue to introduce additional components of the Citizens Corp Program This program is coordinated nationally by the Federal Emergency Management Agency The Citizens Corp Program was created to help coordinate volunteer activities that will make our 112 FIRE RESCUE DEPARTMENT FISCAL YEAR 2006 BUDGET community safer, stronger and better prepared to respond to any emergency situation The program will provide residents with opportunities to participate in a wide range of measures to make their families, their homes and the Village safer from threats of crime, terrorism and disasters of all kinds 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 will continue to review and monitor the construction projects within the Village 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 And finally the Department, as in the past, will continue to ensure that adequate, effective and efficient programs are directed toward fire prevention, life safety, risk reduction of hazards, the detection, reporting and controlling of fires and other emergencies, the provision of occupant safety and exiting, and the provisions for first aid fire fighting equipment 113 FIRE RESCUE DEPARTMENT FISCAL YEAR 2006 BUDGET RESIDENTS EXECUTIVE SUMMARY — Fire Department FUNDING LEVEL SUMMARY FY 2002 FY 2003 FY 2004 FY 2005 FY 2006 % Change Personnel Expenses 2 752 019 3 138 725 3 464 154 3 595 733 3 806 187 6% Operational Expenses 660 077 912 960 914 597 989 543 1 046,848 6% Capital Outlay . $0 $0 $0 $0 $0 Total Department 3 412 096 4 051 685 4 378 751 4 585 276 4,853,035 6% PERSONNEL SUMMARY Authorized Positions 2000 2001 Fiscal 2002 Years 2003 2004 2005 2006 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 Assistant Fire Marshal 0 0 0 1 0 1 0 1 0 1 0 EMS Coordinator 0 0 0 0 1 0 1 0 1 0 Fire Training Officer 0 0 0 0 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 30 30 30 30 30 30 30 Firefighter/Paramedic 24 0 24 0 24 0 24 0 24 0 27 0 27 0 Total 33 0 33 0 33 0 34 0 35 0 39 0 39 0 BUDGET SUMMARY The total increase in the FY 2006 budget will be $267 759 or 6% The change is due to an increase in personnel expenses resulting from a cost of living increase merit increases personnel increases and added line items to the Department from Non -Departmental and the fire truck lease 114 FIRE RESCUE DEPARTMENT FISCAL YEAR 2006 BUDGET Category Fire Chief Deputy Fire Chief Fire Captains Fire Lieutenants Firefighters/Paramedics Administrative Assist Salaries - Overtime Off -duty Employment Holiday Pay Incentive Pay 1 Acting Supervisor Pay Vacation Excess Pay Payroll Taxes Retirement Life Health Disability Insurance Workers Comp Insurance Recruiting & Physicals Employee Wellness Program Consultants Fee Website/Communications Automatic Aid Agreement Fire Rescue Safety Materials ALS Licenses -Fire Safety Telephone Postage Utilities Electricity Fire Truck Lease Insurance Maintenance & Repairs Printing Supplies Equipment - EMS Grant 2 Linen Supplies Uniforms Vehicle Maintenance Fuel Photography Small Tools/Consumables Miscellaneous Memberships & Dues Education & Training Fire Rescue Facilities Budget FY 2004 $133 553 $98 567 $266 609 $391 287 $1 312 878 $37 611 $80 000 $5 500 $81 188 $22 320 $6 000 $85 000 $192 919 $298 594 $248 271 $126 719 $17 600 $1 000 $10 000 $0 $500 000 $10 000 $3 600 $15 000 $500 $9 885 $33 863 $117 000 $57 536 $39 500 $1 000 $9 000 $6 500 $1 000 $42 700 $5 000 $750 $1 000 $2 000 $6 000 $3 000 $43 200 $12 000 Actual FY 2004 $134 580 $99 344 $269 058 $383 243 $1 275 958 $37 959 $225 329 $0 $34 061 $6 939 $16 692 $95 584 $189 122 $387 517 $305 119 $122 127 $11 005 $323 $0 $0 $469 581 $9 778 $3 050 $18 342 $312 $7 266 $21 631 $109 140 $42 277 $38 842 $1 000 $9 070 $6 737 $637 $36 659 $5 137 $921 $406 $1 120 $8 473 $3 188 $26 530 $9 378 Adopted FY 2005 $137 560 $106 600 $278 088 $483 631 $1 419 285 $40 676 $88 000 $5 500 $81 188 $22 320 $6 500 $85 000 $210 708 $305 643 $210 600 $114 434 $18 000 $4 000 $10 000 $0 $500 000 $10 000 $3 600 $15 000 $500 $9 885 $ 33 862 $117 000 $45 396 $39 500 $2 500 $9 000 $1 550 $1 000 $50 000 $5 000 $750 $1 000 $2 000 $6 000 $3 000 $50 000 $12 000 Adopted % FY 2006 Change $141 687 3% $115 289 8% $286 430 3% $498 140 3% $1 506 545 6% $43 991 8% $95 000 8% $5 500 0% $81 000 0% $22 320 0% $7 000 8% $85 000 0% $215 036 2% $361 050 18% $210 600 0% $131 599 15% $28 800 60% $4 000 0% $10 000 0% $7 000 N/A $500 000 0% $10 000 0% $5 000 39% $18 000 20% $500 0% $3 000 -70% $37 200 10% $117 000 0% $84 993 87% $36 000 -9% $2 500 0% $9 000 0% $1 400 -10% $1 000 0% $50 000 0% $5 000 0% $2 000 167% $1 000 0% $2 000 0% $6 000 0% $4 875 63% $49 600 -1% $11 980 0% 115 FIRE RESCUE DEPARTMENT FISCAL YEAR 2006 BUDGET Fire Rescue Vehicles Fire Rescue Equipment Total Fire Rescue ' Expense offset by corresponding revenue 2 Additional expenses covered by Grant Revenue $4 000 $39 100 $4,378,751 $4 089 $31 375 $4,458,900 $4 000 $35 000 $4,585,276 $4 000 $35 000 $4 853 035 0% 0% 6% 116 mice epartment Fiscal Year 2006 Budget 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 fair and impartial manner 117 KEY BISCAYNE POLICE DEPARTMENT Personnel Allocation FY 2006 Chief of Police Deputy Chi ef of Operations) Task Force bet ct ve Admi istrotive Aide Records Manager Lieutenant Platoons A & B OPERATIONS PATROL Sergeant Platoon A J Office Officer Officer O ffice Sergea nt Platoon B Off icer Officer O fficer Off icer Detective9 M ar e Pa tro l O ffice r Sergea nt Platoon C Lieutenant Platoons C & D Off ice O fficer Off ice r Office Officer 1 Officer Office O ff ce r C Docum nts and Sett b Madeim My Do ments Made lm s f le B diet Budbet 00) Personnel Alto at o I h sh ft T ties Only doc Police Major/Administration - Lt /Accreditation/IA CI rical Assistant (PT)9 C inpute T ch ADMINISTRATION SUPPORT SERVICES OFF DUTY TRAINING 4 D pat her / Dispatcher 1 J 1 Dispatcher J D pa t her 4 Di pateher J --(Scho ol Cr ossing Guards J --(School Crossing Guards) --(Sch ool Cr oss g Guards / --(School Cross g Gu ards J School Crossing Guards J CSA/Property & Evidence Cust odian CSA MUW MUW DARE/ Scho I Resource O fficer J POLICE DEPARTMENT FISCAL YEAR 2006 BUDGET DEPARTMENTAL DESCRIPTION In 1992 and 1993 when the Department was created the Community and Council made it clear that they were dissatisfied with the County's style of police service Often "a slow response to the call and a hurry to write a brief report and leave" was the repeated criticism at that time The Key Biscayne Police Department's philosophy from the beginning has been to respond as quickly as possible to all calls and "take our time to help with the problem and try to resolve the issue " This is the philosophy of community policing Our Mission Statement reads "To work in partnership with the community we serve to solve problems and resolve conflicts This will be accomplished by providing courteous competent and effective delivery of law enforcement services in a fair and impartial manner " This style of policing often requires officers to be on calls for an extended period of time following up on investigations or problem solving This style of policing has been well accepted and appreciated by our residents The Key Biscayne Police Department is a full service police agency which began operations in March of 1993 Its structure is divided into two divisions The Patrol Operations Division headed by the Deputy Chief of Operations consists of nineteen patrol officers three Sergeants and two Lieutenants In addition the division has one Detective An exciting addition to our Operations Division is the Marine Patrol The department purchased a new 23 foot Contender with state of the art electronics and safety features Our officer patrols the waters of Key Biscayne five days a week including weekends The addition of the crime fighting tool has been very well received by our citizens The hours these officers work are 7AM to 7PM and 7PM to 7AM The only exceptions are the Lieutenants and our Detective They work a standard five day week The Operations Division responds to initial calls for service and follow-up investigations The Administrative Division headed by the Major of Administration is the support services section of the department It consists of one School Resource/D A R E officer five Dispatchers Iwo Municipal Utility Workers two Community Service Aide's and five part-time Crossing Guards This Division coordinates training reviews reports accounts for property and evidence and coordinates all crime prevention activities The Administrative Division is also responsible for recruiting hiring and training for all employees The Office of the Chief of Police administers and coordinates the overall police operation with the Chief reporting directly to the Village Manager regarding all matters of public safety The Records Manager and Administrative Aide maintain and distribute all reports and records for the police department The Accreditation 120 POLICE DEPARTMENT FISCAL YEAR 2006 BUDGET Unit along with Internal Affairs is supervised by a Lieutenant of Police with one full time assistant along with one part time assistant Members of the Chief's office handle all special investigations coordinate with local state and federal law enforcement agencies and act as liaison between state prosecutors and the court system 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 also prepared for our local cable access channel and the schools on the island through this office 2006 DEPARTMENTAL GOALS, OBJECTIVES 8c MANAGEMENT OVERVIEW The Key Biscayne Police Department has the following goals for the fiscal year 2006 • To reduce property crimes through pro -active operational initiatives in concert with a public awareness campaign • Reduce the number of vehicular collisions through selective traffic enforcement and awareness programs • To attain departmental accreditation through the Florida Commission on Accreditation with CALEA recognition • Create a paperless system of silent dispatching and crime reporting with the new CAD and RMS system In addition create a new automated bar coding system for the management of evidence and property • Provide all officers with a personal laptop computer ensuring more time on the streets and less time in the station completing reports • Create a Police Athletic League allowing for positive interaction between our police officers and the youth of our community • Continue instilling a community policing philosophy through training and assisting with community projects We believe that children are our most valuable asset 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 protection and safety are a major concern and we are always looking for new programs and innovative ways to provide protection The Police Department has been deeply involved in programs designed to enrich the lives of the children in the Village The Department has created many new programs as well as changing several nationally recognized programs to better meet the needs of our youth Among the programs created are 121 POLICE DEPARTMENT FISCAL YEAR 2006 BUDGET POLICE YOUTH PROGRAMS DARE Program - Elementary Level The DARE Drug Abuse Resistance Education program is presented to all schools within the Village This national program informs children of the dangers of drugs and also teaches conflict resolution ways to handle peer pressure finding healthy alternatives to drug use problem solving and more The 17 week program is geared towards children in the 5th grade while visitation classes are presented to children in the grades K through 4 Middle School DARE Program The DARE Middle School program picks up where the elementary program leaves off This program discusses the legal rights of children gang pressure the necessity for laws and rules consequences for acts and how to make the right choice This program is presented to children in the 7th grade Bicycle Safety Rodeos Bicycle Safety Rodeos have been conducted every year for all the children in the Village Bike Rodeos are a fun way to reinforce safety skills for young riders During the rodeo obstacle courses are set up to help teach children how to steer their bikes around such obstacles as rocks in the road grates pot holes etc Children are shown how to check their bikes for loose chains and broken pedals and are shown the importance of bike helmets School Crisis - Emergency Planning & Coordination The School Violence Prevention and Control project is one idea that came out of the partnership we have with the Principals This program is designed to allow the police and staff members from each school to coordinate emergency planning for their school This includes conducting security surveys and information sharing at all levels Plans have been reviewed in the event of a threat of violence or a violent act taking place in one of our schools 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 Red Ribbon Week The DARE Officer assists with the planning of "Red Ribbon Week" a national event held at each school Red Ribbon Week celebrates everyone's commitment to stay drug free throughout the year Different events are planned such as a puppet show and a presentation by the drug dogs Over the past few years Red Ribbon Week has been celebrated with plays a live band puppet shows and more Children's Halloween Safety Program To make Halloween a little safer officers on patrol give glow necklaces to trick -or -treaters as they prepare to hit the streets looking for goodies The glow necklaces make these small children much more visible in the dark In addition the DARE Officer meets with the youngest children in each school to talk about Halloween safety Reflective plastic bags are handed out to help make the children more visible The Dispatcher also mans a "Candy Hotline" to answer questions from concerned parents as they look over their children's candy to see if it has been tampered with or contaminated 122 POLICE DEPARTMENT FISCAL YEAR 2006 BUDGET Gun Safety Program A gun safety program was developed which included presentations to kids in the schools Additionally the department purchased gun safety locks which have been distributed free of charge to anyone in the Village requesting one This past year alone over one hundred and twenty locks were distributed to concerned gun owners A video aired in the schools and on Channel 16 educates children and adults alike about the dangers of unlocked firearms POLICE PROFESSIONAL TRAINING Excellence in police service is based on numerous factors The basis for current and on -going excellence of service is dependent on professional training management and supervision The training of officers support staff supervisors and managers often depletes staffing levels and is always costly That being said it is a wise and necessary investment in personnel time and budgeted expense to continually provide professional law enforcement training at all levels of the organization We continually strive to improve our employees and the quality of service they provide to our community Based on the overall police service ratings from our community our training funds have been well spent Police officers averaged 58 hours of training for the year 2004 In total 42 police employees multiplied by an average of 5 days each of training equals 210 employee work days This means the department looses one (1) employee on the average every day to training We will continue to provide quality training programs for the officers to ensure that they have the most up to date information possible and to prepare them for advancement Over the years your officers have received the following training • Critical Incident Planning • First Response to Terrorism • Cultural Diversity • Domestic Violence • Executive Leadership Development • CPR • Officer Discipline • Ethics • Project Yes • Use of Force • Taser Supervisors and Command staff have also received training at the Federal Bureau of Investigation National Academy Southern Police Academy Command Officer Development the Federal Bureau of Investigations Florida Executive Development training Harvard Executive Leadership course How to Manage a Small Law Enforcement Agency Law Enforcement Disaster Response Management training and to Weapons of Mass Destruction Incidents 123 POLICE DEPARTMENT FISCAL YEAR 2006 BUDGET TECHNOLOGY In May of 2005 the Police Department will implement a new CAD/RMS (Computer Aided Dispatch/ Records Management System) in an effort to improve communications and record keeping within the organization Knowing the high cost of technology and working within budget constraints set forth by the Village Manager the department reached into its Federal Forfeiture account for funding This system along with the purchase of laptop computers for the patrol vehicles will allow the department to dispatch calls in a silent mode directly from the dispatch center to the laptop The supervisors will be able to observe all activity within the village and approve all reports on-line The system also allows for a geo- file providing a geographic picture of the village for quick response to the location in question The RMS will provide accurate record keeping and assist our directed patrol initiative by providing up to date crime analysis BUSINESS SECURITY 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 have gone door to door to update an emergency contact information file containing names and addresses of the owners and managers of each business POLICE, SECURITY AND CONDO MANAGERS ASSOCIATION 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 CITIZENS' POLICE ACADEMY The department plans to continue its 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 our actions and proven crime prevention techniques The academy will allow citizens to interact with the police officers who keep them safe The Citizens' Police Academy promotes better police/citizen understanding communication and cooperation through education and positive interaction FEDERAL DRUG AND MONEY LAUNDERING TASK FORCE The departmental involvement of one detective being assigned to a federal drug and money laundering task forces has continued to pay handsomely for this community To date these joint operations have brought in over $800 000 These funds are used to purchase equipment and provide services and programs that the budget may not otherwise support thus saving tax payer dollars It also allows the department to provide for matching grant funds when necessary Allowing a detective to work alongside federal agents is a valuable 124 POLICE DEPARTMENT FISCAL YEAR 2006 BUDGET learning experience for the detective who later comes back to the department and shares the information and skills that he or she has developed MARINE PATROL The year 2005 brought a tremendous addition to the departments' ability to deter crime and safeguard the community with our new marine patrol vessel The 23 foot Contender is loaded with the latest technology and safety features The boat is in the water during peak hours including weekends High visibility is the key to the success of the unit ensuring boating safety and deterring waterfront criminal activity We currently have one officer assigned to the unit and hope to add a second in the future ACCREDITATION The trend in professional policing throughout the country in the past ten years has been Accreditation The process of accreditation is tedious and costly Changes must be made in the entire organization with standardized policies reflecting those of accredited agencies throughout the country Quarterly meetings must be attended by accreditation personnel as standards are constantly evolving Becoming an accredited department is an honor only five percent of all law enforcement agencies in the country share and we are proud to make that our number one administrative goal 125 POLICE DEPARTMENT FISCAL YEAR 2006 BUDGET LAW ENFORCEMENT SERVICES — DEMANDS & WORKLOAD ANNUAL COMPARISON 2000 2001 2002 2003 2004 2005 PERFORMANCE Oct. 1999 - Oct. 2000 - Oct. 2001 - Oct. 2002 - Oct. 2003 - Oct. 2004 - IN1)ICATORS Se t. 2000 Se t. 2001 Se t. 2002 Se t. 2003 Se t. 2004 A ri12005 Part I - 1\landator` Murder 0 0 0 0 0 0 Sex Offense 1 2 1 3 0 1 Robbery 2 1 0 1 3 2 Aggravated Assault 8 10 4 5 8 4 Burglary/Business 5 2 2 10 0 2 Burglary/Residence 21 43 19 31 4 11 Burglary Structure or Business Under Construction 1 0 3 1 0 0 Burglary Garage or Shed 5 2 1 5 4 3 Attempted Burglary 7 0 5 2 7 0 Motor Vehicle Theft 9 10 19 13 8 8 Attempted Motor Vehicle Theft 1 0 0 0 0 0 Pocket Picking 1 0 0 1 0 1 Purse Snatching 0 0 0 0 0 0 Shoplifting 4 4 10 5 3 2 Theft/Building 54 53 65 67 48 33 Theft/Coin Operated 0 0 0 0 0 0 Theft/Construction Site 17 16 13 3 6 2 Theft from Motor Vehicle 61 78 93 109 76 30 Other Larceny 94 66 64 57 28 26 Boat Theft 4 2 1 2 0 0 Bicycle Theft 70 56 259 89 30 26 Arson 0 0 1 8 1 0 Part II - Mandatory 0 Kidnapping/Abduction 0 0 0 0 0 0 Simple Assault 47 41 55 46 33 5 Drug/Narcotic Offenses 1 3 11 13 3 2 Bribery 0 0 0 0 0 0 126 POLICE DEPARTMENT FISCAL YEAR 2006 BUDGET Current statistics represent first half of the fiscal budget year only 9 Other Calls for Service DUI 3 4 14 4 9 1 Traffic Citations 2 875 2 433 3 035 1 397 1468 1016 Parking Citations 789 639 628 682 801 472 Traffic Accidents 227 282 236 238 228 125 Hit & Run 46 34 40 36 54 33 Resident Alarms 664 640 625 527 593 271 Business Alarms 240 225 254 140 221 105 Bank Alarms 48 12 49 26 40 12 Open Door Windows 201 288 202 299 16 30 Medical Assists 448 513 521 519 599 318 Animal Complaints 208 176 151 98 124 108 Loud Party 53 91 73 90 30 102 Disturbances 304 337 269 253 500 246 Vandalism to Property 227 335 236 235 96 51 Suicide 0 0 0 0 4 1 Attempted Suicide 1 2 2 7 2 2 Apparent Natural Deaths 11 12 8 6 8 4 Fire Assists 129 150 155 165 189 76 Residential/Business Security Checks 10 596 10 455 8 349 7 772 3479 2253 Suspicious Persons/Vehicles 275 316 321 240 186 140 Miscellaneous Calls SERVICE INDICATORS TOTALS 3 369 21,127 3 327 20,660 3 210 19,004 3 305 16,510 4 097 13,006 3 694 9,21E Current statistics represent first half of the fiscal budget year only 127 POLICE DEPARTMENT FISCAL YEAR 2006 BUDGET HIGH QUALITY SERVICE, COST EFFECTIVE AND EFFICIENT OPERATIONS The department operates in an effective and efficient manner with one of the lowest officer to resident ratios in the county We have 30 officers serving a population of 11 100 whereas similarly sized cities such as Miami Shores with a population of 10 441 operates with a staffing of 33 police officers South Miami with a population of 10 768 has 58 officers to provide police services 2003 Officers per 1,000 Population Ranking 1 Agency Indian Creek Village Police Department 2003 FT Officers 11 Jurisdiction Population 31 Ratio Per 1,000 354 84 2 Miccosukee Police Department 36 600 60 00 3 Medley Police Department 28 1 130 24 78 4 Golden Beach Police Department 18 930 19 35 5 Bal Harbour Village Police Department 24 3 312 7 25 6 South Miami Police Department 58 10 768 5 39 7 Bay Harbor Island Police Department 24 5 188 4 63 8 Miami Beach Police Department 367 90 486 4 06 9 Coral Gables Police Department 165 43 216 3 82 10 Surfside Police Department 20 5 250 3 81 11 North Bay Village Police Department 25 6 613 3 78 12 Miami Shores Police Department 33 10 441 3 16 13 Virginia Gardens Police Department 7 2 348 2 98 14 Florida City Police Department 25 8 450 2 96 15 Miami Springs Police Department 39 13 725 2 84 16 Miami Police Department 1030 370 923 2 78 17 El Portal Police Department 7 2 530 2 77 18 Sunny Isles Beach Police Department 44 16 198 2 72 19 Aventura Police Department 71 27 241 2 61 20 Biscayne Park Police Department 9 3 485 2 58 21 Miami Dade Police Department 3190 1 257 245 2 54 44 22 23 Pinecrest Police Department Key Biscayne Police Department 47 27 19 286 11,100 2 2.43 24 North Miami Beach Police Department 102 42 167 2 42 25 West Miami Police Department 14 6 162 2 27 26 Homestead Police Department 74 34 989 2 11 27 North Miami Police Department 111 60 069 1 85 28 Hialeah Gardens Police Department 36 20 106 1 79 29 Sweetwater Police Department 23 14 280 1 61 30 Opa Locka Police Department 44 17 000 2 59 31 Hialeah Police Department 341 233 388 1 46 128 POLICE DEPARTMENT FISCAL YEAR 2006 BUDGET January - June 2004 Crime Statistics for Agencies within Miami -Dade County Crimes per 1000 Residents Ranking 1 Agency Golden Beach Population 930 Total Crimes 6 Crimes per 1,000 Residents 6 45 2 Bal Harbour 3,312 25 7 55 3 Key Biscayne 11 100 96 8.65 4 Virginia Gardens 2,348 21 8 94 5 Bay Harbor Islands 5,188 57 10 99 6 Sweetwater 14,280 166 1162 7 Biscayne Park 3 485 52 14 92 8 West Miami 6,162 92 14 93 9 El Portal 2,530 44 17 39 10 Surfside 5,250 94 17 90 11 Pinecrest 19,286 365 18 93 12 Sunny Isles Beach 16 198 337 20 81 13 Miami Springs 13 725 286 20 84 14 North Bay Village 6,613 139 21 02 15 Hialeah 233,388 5 560 23 82 16 Hialeah Gardens 20,106 503 25 02 17 Miami -Dade 1,257,245 32,900 2617 18 Coral Gables 43,216 1,413 32 70 19 Miami Shores 10,441 352 33 71 20 Aventura 27,241 935 34 32 21 North Miami Beach 42,167 1,468 34 81 22 North Miami 60,069 2,703 45 00 23 South Miami 10,768 510 47 36 24 Homestead 34,989 1,816 5190 25 Miami Beach 90,486 5,536 61 18 26 Opa-locka 17,000 1,073 6312 27 Florida City 8,450 847 100 24 28 Medley 1 130 128 113 27 29 Miccosukee 600 78 130 00 30 Indian Creek 31 6 193 55 31 Miami 37 092 15 676 422 62 129 POLICE DEPARTMENT FISCAL YEAR 2006 BUDGET PERFORMANCE INDICATORS Violent crime within Key Biscayne continues to be almost non-existent Property crimes such as burglary averaged approximately two per month and we averaged one stolen vehicle every six months Considering that Miami and Dade County have very high crime rates we live in one of the safest communities in South Florida Performance indicators clearly show the department's service is outstanding based on the following • Emergency response time ranges just under 3 minutes • For a community of approximately 11 100 people the crime rate is minimal ranking 3rd lowest in crime out of the 31 municipalities and the unincorporated areas of Miami -Dade County • 2002 - Police Citizen Satisfaction Survey - 92% of residents rated services good to excellent • Although population grew 25% in ten years serious (Part I) crimes have decreased 49% • Part III calls for service have increased by 19% • Traffic accidents are up by 79% and traffic and parking citations are up by 9% • Additional workload indicators are described in the following chart Work Load Indicator Comparisons 1994 Part 2004 III Calls for Service Increase/Decrease Percentage Traffic & Parking Citations 2,182 2,382 +200 +9% Traffic Accidents 149 266 +117 +79% Medical Assists 185 615 +430 +232% Animal Complaints Unk 129 Loud Parties Unk 40 Other Disturbances 146 466 +320 +219% Mischief Unk 81 Residential & Business Security Checks 5 843 3,760 Miscellaneous Calls for Service 964 4,279 +3315 +344% Home & Business Alarms 1,053 800 -253 -24% Open Windows & Doors Unk 18 Total Part III Calls for Service 10 711 12,836 2,046 +19% *These statistics are based on the calendar year 130 POLICE DEPARTMENT FISCAL YEAR 2006 BUDGET POPULATION AND WORKLOAD INCREASE The Village has increased in population and calls for service since it started the police department in 1993 Po • ulation and Workload Year Key Biscayne Population 1994 8,845 Calls for Service Sworn Officers 11,134 23 2004 11,100 13,447 29 To Date +2,255 +2,313 +6 Officers are busy not only with calls for service investigations traffic control around the schools accident investigations security checks and general nuisance calls on the street but with significant time being spent completing and entering reports into our records data base and handling telephone calls for information and service from our residents As you can see in the following charts serious crime (Part I) is down 49% making our community one of the safest in our region In fact we had the lowest burglary rate for any city our size in South Florida Part I Crime Com • arison FBI Classifications 1994 2004 Increase/Decrease Percentage Murder, Rape, Sex Crimes, Assault & Battery Arson Robbery, Burglary Motor Vehicle Theft Theft Domestic Assault & Battery 382 195 187 DOWN -49% Part II crimes decreased 12% while the workload for Part III crimes increased by 19% Part II Crime Com • arison FBI Classifications 1994 2004 Increase/Decrease Percentage Abduction/Kidnapping, Simple Assault, Drugs Embezzlement, Fraud, Bribery Domestic Simple Assault 41 36 -5 DOWN -12% work Loan inaicator Type of Call Traffic & Parking Citations tom • arisons 1994 2,182 ran 2004 2,382 iii uaiis Tor service Increase/Decrease 200 Percentage +9% Traffic Accidents 149 266 117 +79% Medical Assists 185 615 430 +232% Animal Complaints Unk 129 Loud Parties Unk 40 Other Disturbances 146 466 320 +219% Mischief Unk 81 Residential & Business Security Checks 5,843 3,760 2,083 -36% Miscellaneous Calls for Service 964 4,279 3,315 +344% Home & Business Alarms 1,053 800 253 -24% Open Windows & Doors Unk 18 Total Part III Calls for Service 10,711 12,836 2,046 +19% 131 POLICE DEPARTMENT FISCAL YEAR 2006 BUDGET RESIDENT'S EXECUTIVE SUMMARY PERSONNEL SUMMARY POI_IC 1:YIPL_OYEES Police Officers FY 2002 29 FY 2003 29 FY 2004 30 FY 2005 30 FY 2006 30 Dispatchers 4 4 5 5 5 Public Service Aides/CSO 4 4 4 4 4 Support Personnel 2 2 2 2 3 Total Full Time Employees 39 39 41 41 45 5 Part Time Crossing Guards 25 25 25 25 25 Clerical Assistant (Part Time) 0 5 Totals 41 5 41 5 43 5 43 5 43 5 FUNDING LEVEL SUMMARY Police Officers l'N' 2002 $1 700 833 1 Y 2003 $1 926 476 FY 2004 $1 898 427 1:N" 2005 $2 063 330 l'N" 2006 $2 207 900 no C hanLle f ro m 04-O5 7% Support Personnel $343 387 $350 083 $376 457 $405 732 $473 881 17% Operational Expenses $1 231 545 $1 233 021 $1 334 251 $1 336 532 $1 432 430 7% Capital Outlay $70 000 $90 000 $90 000 $135 789 $188 767 39% Total Department $3 345 765 $3 599 580 $3 699 135 $3 941 383 $4 302 978 9% BUDGET SUMMARY The total increase in the 2006 budget will be $4 302 978 or 9% above last years budget Step increases for employees and escalating costs for medical and workers' compensation insurance were responsible for a major portion the departmental budget increase In addition staffing increases along with police equipment and the rising cost of fuel has also contributed to this increase 132 POLICE DEPARTMENT FISCAL YEAR 2006 BUDGET Category Chief of Police Deputy Chief of Police Police Major Police Lieutenants (3) Police Sergeants (4) Police Officers (20) Acting Supervisor Pay Salaries - Overtime Special Events Holiday Pay Court Time Administrative Assistants (2) Dispatchers Municipal Utility Workers Community Service Aides/ Prop & Evid Cust Clerical Assist (PT) IT Services Technician Crossing Guard Police Incentive Pay Off Duty Employment Accreditation Payroll Taxes Retirement Contributions Life Health Disability Insurance Workers Comp Insurance Technical Services- IT CRIS Website/Communications Recruiting & Physicals Employee Wellness Program Investigation Expense Travel & per diem Telephone Dedicated Lines Electricity Water & Sewer Insurance Maintenance & Repairs Confidential Informants Supplies Equipment Lease DARE Program Uniforms Vehicle Maintenance Vehicle Fuel Boat Fuel Photography Range Expenses Budget Actual FY 2004 FY 2004 $0 $22 846 $188 830 $192 606 $0 $6 379 $301 647 $297 688 $317 747 $343 440 $865 914 $933 803 $4 000 $0 $90 000 $244 858 $0 $0 $100 869 $42 013 $8 000 $11 191 $59 704 $59 721 $157 144 $133 804 $101 609 $74 326 $0 $0 $14 000 $17 490 $0 $0 $44 000 $44 160 $21 420 $25 529 $0 $0 $0 $0 $180 552 $187 643 $253 482 $311 442 $269 713 $272 588 $118 074 $111 421 $12000 $8752 $0 $0 $13 820 $8 331 $2 000 $453 $6 000 $9 322 $0 $0 $14 950 $23 042 $30 177 $33 959 $16 975 $0 $136 203 $107 626 $11 000 $18 195 $1 000 $0 $25 000 $47 399 $0 $0 $8 000 $9 126 $39 000 $55 268 $30000 $77817 $28 000 $40 587 $0 $0 $4 500 $4 131 $6 000 $5 116 Adopted FY 2005 $113 300 $127 435 $95 176 $240 400 $279 490 $978 504 $1 000 $94 000 $0 $100 000 $12 000 $67 927 $166 962 $60 482 $51 361 $15 000 $49 230 $44 000 $22 025 $0 $0 $192 649 $279 752 $232 200 $115 890 $0 $0 $15 862 $0 $15 971 $0 $19 080 $25 000 $12 000 $102 898 $0 $1 000 $25 000 $11 000 $10 000 $40 000 $30 000 $35 000 $0 $1 500 $6 000 Adopted FY 2006 Change $128 369 13% $109 798 -14% $102 637 8% $272 531 13% $284 944 2% $1 025 732 5% $1 000 0% $116 886 24% $10 479 N/A $105 000 5% $13 500 13% $79 034 16% $155 608 -7% $65 383 8% $66 563 30% $15 000 0% $48 293 -2% $44 000 0% $18 640 -15% $0 N/A $18 384 $202 154 5% $330 667 18% $226 800 -2% $133 274 15% $0 N/A $7 000 N/A $18 675 18% $2 000 N/A $17839 12% $0 $26 058 37% $25 000 0% $12 000 0% $107 879 5% $3 800 N/A $1 000 0% $32 433 30% $11 741 $10 000 $37 110 -7% $35 000 17% $60 000 71% $14 000 N/A $1 500 0% $6 000 0% 7% 0% 133 POLICE DEPARTMENT FISCAL YEAR 2006 BUDGET Communications Maintenance $20 000 $42 524 $71 000 $65 000 -8% Memberships & Dues $3 500 $3 081 $3 500 $3 500 0% Education & Training $42 000 $32 711 $42 000 $42 000 0% Police Facilities $20 306 $33 157 $0 $0 N/A Police Vehicles $90 000 $83 670 $105 789 $158 767 50% Police Equipment $42 000 $30 085 $30 000 $30 000 0% Subtotal Police $3,699,135 $4,007,299 $3,941,383 $4,302,975 9% Federal/State Expenditures $0 $106,647 $0 $0 N/A Total Police $3,699,135 $4,113,946 $3,941,383 $4 302 975 9% This Department contains FEMA related items to be offset against expenditures 134 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2006 BUDGET MISSION STATEMENT Public Works has a multi -faceted mission which is to provide a variety of services to the community including the design, construction, and maintenance of local streets and storm drainages, beach, rights -of -way, solid waste removal, traffic calming, and control and management of public works. Organizational Chart Village Manager Public Works Director 3M -A945 I Maintenance Supervisor I 305-365-8946 Maintenance Supervisor II 305-365-7581 J Administrative Assistant 305-365-8945 Maintenance Laborers (2) 305-365-8945 135 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2006 BUDGET FUNCTIONAL ORGANIZATIONAL CHART Public Works Department • The Public Works Director oversees the beach stormwater and landscape maintenance contractors • The Village Engineers are responsible for providing general engineering services • The Coastal Engineering Consultant specializes on the beach maintenance and renounshment project • The Landscape Architects consults the Village on landscape related projects • The Stormwater Utility requires the maintenance of two systems for maintaining the two stormwater pump stations all by contract i 1 DEPARTMENTAL DESCRIPTION The Department of Public Works is one of the five departments the Village Manager There are four full-time Village employees The Public Works Director oversees the beach and landscape maintenance contractors In addition the Village contracts with several companies which provide consulting and maintenance services The consultants currently under contract are the Village Engineers Village Landscape Architects and Coastal Consultants The Village Engineers are responsible for all general engineering services such as plans for paving curbs and sidewalks storm sewers and bridge repairs The Village Landscape Architect consults the Village on all landscape related projects such as the Crandon Boulevard median street trees and parks The Coastal Consultant specializes on Beach issues The following is a list of the contractors and a brief description of their responsibilities who provide services to this department 136 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2006 BUDGET a Beach Maintenance Contractor Responsible for maintaining the beach free of litter and debris Contractor is Universal Beach Service Corporation Resolution 2003-34 October 14 2003 extended the same contract until October 14 2008 which is a five (5) year period at an annual cost of $107 110 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 contractor provides various general maintenance as required Current contractor is with Gorgeous Lawns and Gardens Inc The contract was awarded August 28 1997 by the Village Council The contract is a two-year contract with automatic extensions with the approval of the Village c Miami -Dade County The Village has the following 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 on January 1 1994 as per Council Resolution 93-19 adopted September 14 1993 and was extended until 2013 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 additional years 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 137 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2006 BUDGET 6) Miami -Dade Water and Sewer Department bills and collects the stormwater utility fees in accordance with ordinances 93-11 93-11-A Resolution 93-44 authorized the Mayor to execute the billing and collection agreement The agreement was approved by the County commission July 26 1994 (R-1235-94) The contract is ongoing 7) Resolution 98-38 adopted August 25 1998 authorized the execution of an Inter -local agreement with Miami -Dade County to develop a countywide local mitigation strategy d Pollution Elimination Corporation (PELCO) Responsible for maintaining the two stormwater pump stations (100 East Heather Drive and 200 Ocean Lane Drive) as per Resolution 99-52 adopted May 11 1999 Resolution 2000-18 adopted June 6 2000 contracted with the company to maintain the pump station at the Village Green e Street Cleaning Tri-County Services of Miami is under contract dated July 1 1998 to provide mechanized sweeping of all streets monthly 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 Beautification enhancements were made to public sites 138 PUBLIC WORKS DEPARTMENT Litter and Debris Patrol FISCAL YEAR 2006 BUDGET 2006 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 period with an option on a year-to-year basis • Service complaints resolved within seventy-two (72) hours PERFORMANCE MEASURES • Public Works Director • 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 on a da►ly/penod►c basis portions of Crandon Boulevard East Drive and selected areas litter free I KEY AREA INDICATOR Periodic checks and citizen comments ACTION PLAN • Monitor clean-up activities of Public Works employee as per work schedule • Service complaints resolved within twenty-four (24) hours except during weekends 139 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2006 BUDGET PERFORMANCE MEASURES • Review work schedule annually • Inspect work areas periodically to determine if areas are litter free • Order Special Mechanical Street Sweepings on an as -needed basis Objective Three To maintain the Atlantic Ocean Beach by cleaning grading and contouring on a regular basis 1 KEY AREA INDICATOR Review work by periodic checks and meeting with contractor ACTION PLAN Maintenance of the Ocean Beach • Enforce all provisions of the Beach maintenance contract • Service complaints resolved within a seventy-two (72) hour period except during weekends PERFORMANCE MEASURES • Inspect beach on a weekly basis • Meet quarterly with representative from Universal Beach Service Corp • Bring beach contour and condition up to even and stabilize profile at the prescribed elevation • Analysis of public comments • Meet with Dade County Department of Environmental Resources Management (DERM) once per year to review beach restoration Objective Four To continue the Crandon Boulevard Beautification Project by installing new street and median lighting curbing irrigation and trees along right-of-way areas KEY AREA Crandon Boulevard Improvements INDICATOR Coordinate activities of Miami -Dade Public Works Department Miami -Dade Parks and Recreation consulting engineers and the Crandon Streetscape Master Plan Committee 140 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2006 BUDGET ACTION PLAN • Prepare plans and specifications for the installation of curbing along both sides of Crandon Boulevard • Initiate Master Plan developed by the Crandon Streetscape Master Plan Committee • Prepare plans and specifications for the installation of an irrigation system and trees and other beautification installation projects • Receive bids for projects to be undertaken PERFORMANCE MEASURES • Installation of curbing irrigation system and trees Objective Five 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 2009 • Respond to service misses in accordance with contract section 17 3 which specifies that complaints received before 12 00 noon will be resolved prior to 5 00 p m that day When a complaint is received after 12 00 noon on the day proceeding a holiday or on a weekend it shall be resolved no later than the next working day PERFORMANCE MEASURES • Spot checks by staff • Quarterly meeting with contractor • Review complaints on a monthly basis 141 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2006 BUDGET Objective Six To maintain and operate all stormwater drains annually KEY AREA INDICATOR Check stormwater system and pump stations periodically ACTION PLAN • Review service complaints monthly Stormwater Management • Contract for maintenance of three (3) pump stations with PELCO 100 East Heather Drive and 200 Ocean Lane Drive as authorized per Resolution 96-10 adopted April 23 1996 and Village Sanitary Sewer pump station PERFORMANCE MEASURES • Physical inspection • Complaints received • Analyze maintenance log on a monthly basis • Review terms of PELCO agreement monthly • Comply with NPDES Requirements RESIDENT'S EXECUTIVE SUMMARY - PUBLIC WORKS PERSONNEL SUMMARY Authorized Positions Public Works Director FY 2001 1 0 FY 2002 1 0 FY 2003 1 0 FY 2004 1 0 FY 2005 1 0 FY 2006 1 0 Administrative Assistant 0 0 0 0 1 0 1 0 1 0 1 0 Maintenance Supervisor I 0 0 0 0 1 0 1 0 1 0 1 0 Maintenance Supervisor II 0 0 0 0 0 0 0 0 1 0 1 0 Maintenance Laborers (2) 1 5 2 2 2 0 1 0 1 0 1 0 Total 25 30 50 40 50 50 142 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2006 BUDGET 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 Category Public Works Director Maintenance Supervisor #1 Maintenance Supervisor #2 Administrative Assistant Building Maintenance Hourly Employees/Overtime Payroll Taxes Retirement Life Health Disability Insurance Workers Comp Insurance Engineering Landscape Architect Beach Conservation Monitoring Contractual Services Consulting Services Website/Communications Telephone Insurance Electricity Water & Sewer Electricity - Village Wide Water - Village Wide Maintenance & Repairs Maintenance Contracts Supplies Vehicle Maintenance Small Tools/Consumables Education & Training Equipment Vehicle Lease Hurricane Expenditures Total Public Works Budget Actual Adopted FY 2004 FY 2004 FY 2005 $82 534 $83 527 $85 010 $37 965 $41 155 $40 979 $0 $0 $27 295 $33 435 $35 550 $30 000 $22 034 $59 320 $0 $30 779 $41 209 $46 318 $16 040 $15 674 $17 565 $18 824 $14 480 $21 994 $17 042 $17 693 $21 600 $8 576 $9 470 $8 044 $45 000 $14 850 $45 000 $5 000 $0 $5 000 $50 000 $58 084 $25 000 $420 000 $433 534 $533 000 $5 000 $0 $5 000 $0 $0 $0 $2 000 $4 347 $2 000 $25 694 $20 368 $19 440 $7 544 $10 987 $4 000 $4 628 $18 685 $35 000 $35 000 $18 088 $35 000 $65 000 $115 571 $120 000 $45 000 $23 770 $45 000 $50 000 $26 421 $50 000 $3 000 $3 822 $3 000 $4 000 $10 526 $8 000 $7 000 $5 912 $7 000 $2 000 $2 263 $2 000 $7 000 $6 579 $10 000 $3 600 $3 600 $0 $0 $2 834 $0 Adopted FY 2006 $87 560 $47 341 $27 295 $36 050 $0 $66 923 $20 285 $26 792 $27 000 $9 251 $45 500 $5 000 $25 000 $533 000 $5 000 $7 000 $7 000 $28 555 $4 000 $35 000 $35 000 $120 000 $55 000 $50 000 $5 350 $25 000 $7 000 $2 000 $10 000 $8 760 $0 Change 3% 16% 0% 20% N/A 44% 15% 22% 25% 15% 1% 0% 0% 0% 0% N/A 250% 47% 0% 0% 0% 0% 22% 0% 78% 213% 0% 0% 0% N/A N/A $1,053,694 $1,098,321 $1,252,245 $1,361,663 9% 143 PARKS & RECREATION DEPARTMENT FISCAL YEAR 2006 BUDGET MISSION STATEMENT To provide and promote a creative and balanced system of leisure programs that are sensitive and responsive to citizen needs and continue providing citizens with quality of life opportunities for positive recreational experiences. DEPARTMENTAL ORGANIZATION CHART Village Manager 365-5500 Recreation Director 365-8947 Administrative Assistant 365-8901 Sports Coordinator 365-8900 Community Center Manager 365-8901 Youth Services Coordinator 365-8901 Adult Services Coordinator 365-8953 Front Desk Manager 365-8901 145 PARKS & RECREATION DEPARTMENT FISCAL YEAR 2006 BUDGET FUNCTIONAL ORGANIZATIONAL CHART Parks 8c 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 at the direction of the Village Manager Athletic Supervisor • 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 • Implement adult and youth athletic programs in the community center Community Center Manager • Direct responsibility for the operation of the Center and reports to the Parks & Recreation Director • Manages the schedules of all full time staff • Monitors and reports on the Center s budget • Develop and administer the marketing plan • Develops and implements community center policies and procedures • Performs assignments at the direction of the director Adult Program Supervisor • Provide social services to adult 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 PARKS & RECREATION DEPARTMENT FISCAL YEAR 2006 BUDGET Youth Services Coordinator • Plan and organize Youth activities and reports directly to the Community Center Supervisor • Recruit and train room monitor and camp staff • Develop and implement programs for youth and teens • Monitor and supervise activities during all programming Front Desk Manager • Manages and schedules all part time staff associated with the with the front desk and reports to the Community Center Supervisor • Responsible for the daily financial accounting of the Center s revenue and expenditures . • Monitor and supervise activities during all programming OIL DEPARTMENTAL DESCRIPTION The Recreation Department caters to thousands of participants a year by offering a variety of programs A challenge this Department has faced is attempting to establish and develop a quality balanced program with limited recreation facilities The addition of the Key Biscayne Community Center will allow the Department to service the community in ways never before possible The Key Biscayne Community Center opened on October 30 2004 In the first year of operation the community center saw nearly half of the islands residents join the facility The community center averages over 500 visits a day provides a wealth of programming for every demographic represented in the community 147 PARKS & RECREATION DEPARTMENT FISCAL YEAR 2006 BUDGET This year will mark the largest increase in activities and facilities available to the citizens in the Departments history The Key Biscayne Community Center will provide programs and facilities to the citizens never before possible In addition to the Community Center the Department continues to make facilities for outdoor active recreation a priority The Village of Key Biscayne has managed an agreement with St Agnes Church and the archdiocese This agreement created a new first class lighted filed that can be used by the Village of Key Biscayne and the Key Biscayne Athletic Club The Village of Key Biscayne has successfully negotiated an agreement with the Crandon Park Amendment Committee to insure that the lighted fields remain available to the Village and the Key Biscayne Athletic Club for eight years while an alternative site is being sought on Virginia Key The Department maintains a balance of active and passive recreational opportunities for its residents The Village Green provides both active and passive recreational opportunities In 2001 the Village opened the passive Ocean Front Park The Village continues to add pocket parks throughout the Village to create passive recreation and increase the aesthetics of the Island COMMUNITY CENTER DIVISION The Key Biscayne Community Center opened for use on October 30 2004 The Community Center provides a central location for all residents both young and old to participate in a wide variety of both active and passive activities The Recreation Center is a two story facility located adjacent to the Village Green The Recreation Center includes multi- purpose gym 25 -meter pool dance and aerobic studio wellness/fitness center computer lab arts & crafts room meeting rooms and underground parking In addition separate program space has been provided for toddler youth and teen activities In the first year of operation the community center exceeded all of the goals set by the Village Council Community Center Advisory Board and Village Manager The community centers market penetration reach near fifty percent of the population The community center was able to operate without using the operational subsidy provided in the budget and was able to be profitable in its first year of operation 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 1 600 children Programs available for children include flag football tackle football volleyball youth soccer leagues baseball girls softball boys and girls basketball seasonal sports camps the Chief Harmon Memorial Fishing Tournament and youth tennis leagues Adult programs include a spring soccer league and co-ed softball 148 PARKS & RECREATION DEPARTMENT FISCAL YEAR 2006 BUDGET YOUTH PROGRAM DIVISION The Youth Programs Division provides various activities for youth of all ages and interests The Youth Program Division is managed by the community center Youth and Teen Program Coordinator The community center has facilitated a variety of youth program never before available on Key Biscayne Youth programs include spring and summer camps classes trips and activities ADULT AND SENIOR DIVISION The adult and senior division also benefited greatly with the opening of the community center Participation in the social educational and social service program provided are at record numbers Adults and seniors participate in excursions to area attractions events classes seminars and cultural activities The numbers of programs has increased to meet demand Workings with residents' senior programs have been developed to meet the needs of this population Through this Division the Department strives to provide quality leisure opportunities for all sectors of the population TENNIS DIVISION The Tennis Division is operated by a Tennis Instructor through an independent contract under the direction of the Program Coordinator authorized by Resolution 98-31 adopted and effective July 1 1998 The Tennis Instructor organizes classes on an appointment basis The Tennis Division caters to over 4 500 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 St Agnes Key Biscayne Elementary insuring that the grounds are maintained properly The Parks Division also administers the management of the Calusa and Crandon Park agreements with Dade County In 2005 the Parks Department assumed the management of all the athletic facilities within the Village of Key Biscayne The Parks Department contracted with a field maintenance firm to improve the conditions of these fields The result has been a marked improvement in these areas The Parks and facilities are inspected weekly for maintenance and safety concerns The Divisions also prepares the fields for use by the Key Biscayne Athletic Club 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 Community Center Grand Opening and the Youth Council 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 149 PARKS 8c RECREATION DEPARTMENT FISCAL YEAR 2006 BUDGET PERFORMANCE INDICATORS • The Key Biscayne Community Center exceeded its membership goal • The Key Biscayne Community Center exceeded its financial goals • The Crandon Park Amendment Committee provides the Village of Key Biscayne an eight year extension for the use of Crandon Park • The Department successfully assumed the maintenance of the athletic fields Village wide 2006 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 Key Biscayne Community Center marked the beginning of a new era for the Department The long awaited facility has provided a level of service never before possible The Department will continue to work with the center's program and operational consultant Ken Ballard to insure that the goals provided in the pro -forma budget are meet The department will seek to provide the level of customer service expected within the community The Department will work with the Community Center Advisory Board to address the operational desires of the residents In the upcoming fiscal year the community center will attempt to reach or exceed the challenging fiscal goals set forth by the Village Council In the second year of operation the renewal of memberships to achieve a churn rate between ten and fifteen percent will be a primary goal The Recreation Department will continue maximize the recreational opportunities provided with the current facilities The Department will participate in the Evaluation and Assessment Report in conjunction with the Building and Zoning Department to review how the Village facilities can best serve the growing demand for both passive and active recreation The Department will also participate in the development of Civic Center Park adjacent to the Community center The Senior Services Division has been re -named the Adult & Senior Services Division The Senior Services Supervisor will now be the Adult Program Supervisor The expansion of this division is a direct response to the requests from adult residents who desire more recreational opportunities 150 PARKS 8c RECREATION DEPARTMENT FISCAL YEAR 2006 BUDGET 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 RESIDENT'S EXECUTIVE SUMMARY - Recreation Department This chart lists all of the sports activities that have been offered by the Recreation Department and the Key Biscayne Athletic Club and it indicates the year(s) that each activity has been offered 1996 1997 1998 1999 2000 2001 2002 2003 YOUTH PROGRAMS Flag Football X X X X X X X X Soccer X X X X X X X X Baseball 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 X Baseball Clinics X X X X Fall Girls Basketball Boys Basketball X X X X X X X X Tackle football X X X Fall Tennis X X X Spring Tennis X X X Summer Soccer Camp X Soccer Tournament X ADULT PROGRAMS Coed Softball League X X X X X X Soccer League x X X X X Basketball X Soccer Tournament Spring Basketball X X X X X X Summer Basketball X X Note X Indicates that the activity was offered for the specified year Program 1998 2000 2002 2005 Youth Baseball 185 260 330 367 Youth Soccer 337 392 440 499 Youth Flag Football 112 125 96 150 Youth Basketball 30 60 155 125 Adult Coed Softball 140 200 120 240 Adult Soccer 90 240 240 270 Youth Tackle Football 104 151 PARKS & RECREATION DEPARTMENT FISCAL YEAR 2006 BUDGET PERFORMANCE INDICATORS ACTIVITY FY 1999 Actual FY 2000 Actual FY 2001 Actual FY 2002 Actual FY 2003 Actual FY 2004 Actual FY 2005 Actual Special Events Lighthouse Run +1 500 1 200 +1 200 +1 200 +1 200 +1 200 +1 200 Spring Egg Hunt 1 000 1 300 +1 300 +1 300 +1 300 +1 300 +1 300 Winterfest +1 000 1 200 +1 200 +1 800 +1800 +2 000 +2 000 Valentines on the Green +350 350 +350 +350 +350 +400 +400 Haunted House 1 300 +1 300 +1 300 +1 300 N/A N/A Concert Series 1 500 +1 500 +1 500 +1 500 +1 500 +1 500 Memorial Day +250 +250 +250 +150 +150 +150 +150 July 4 12 000 12000 +12000 +12000 +12000 +12000 +12000 Plays/Performances 126 235 345 368 368 368 560 Seminars/Lectures 75 82 217 230 230 650 850 Trips and Tours 200 230 290 315 315 420 600 Local Attractions 60 60 70 Athletics Flag Football 109 125 125 140 140 110 Soccer 337 360 390 365 365 503 Adult Soccer 210 240 250 135 135 165 Soccer Camp 71 75 84 46 75 75 Baseball 170 185 196 260 298 348 Adult Softball 120 200 200 200 85 105 Basketball 90 150 253 Adult Basketball 63 60 60 Fishing Tournament 99 87 84 90 96 63 Volleyball 50 75 Tackle Football 72 Traveling Baseball 36 152 PARKS 8c RECREATION DEPARTMENT FISCAL YEAR 2006 BUDGET PERSONNEL SUMMARY Authorized Positions Director Facilities Manager Program Coordinator Athletic Suoervisor Adult Program Supervisor* Program Assistants- (2 P/T) Youth Services Coordinator Front Desk Manager Front Desk Attencants (6 P/T) Head Lifeguard (3 P/T) Lifeguard (6 P/T)) Gym Attendant (2 P/T) Youth Game Attendant (2 P/T) Weight Room Attendant (4 P/T) Playground Attendant (3 P/T) Concessions Attendant (4 P/T) Babysitter (4 P/T) Custodian (2 P/T) Total Formerly Senior Coordinator 2001 10 2002 10 Fiscd 2003 10 Years 2004 10 2005 10 2006 10 00 00 00 10 10 10 10 00 00 00 00 00 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 00 00 00 10 10 10 00 00 00 10 10 10 00 00 00 30 30 30 00 00 00 00 15 15 00 00 00 00 30 30 00 00 00 00 10 10 00 00 00 00 10 10 00 00 00 00 20 20 00 00 00 05 15 15 00 00 00 00 20 20 00 00 00 00 20 20 00 00 00 10 10 10 50 40 40 10 25 25 FUNDING LEVEL SUMMARY Personnel Expenses Operational Expenses Capital Outlay Total Department FY 2001 $199 343 $293 468 $0 $492 811 FY 2002 FY 2003 $224 281 $293 893 $0 $515 174 $251 909 $480 695 $0 $732 604 FY 2004 $455 091 $631 870 $0 $1 086 961 FY 2005 $939 047 $1 078 622 $0 $2 017 669 FY 2006 %985 041 $1 483 120 $0 $2 468 161 Change 50/0 27% 0% 22% BUDGET SUMMARY The total increase in the FY 2006 budget will be $450 492 or 22% The change is due to an increase in personnel expenses an increase in contractual services and additional Village programs 153 PARKS & RECREATION DEPARTMENT FISCAL YEAR 2006 BUDGET Recreation Department Departmental Expenses Parks & Recreation Director Athletic Supervisor Adult Programs Supervisor Part-time Administrative Assistants Payroll Taxes Retirement Contributions Life Health Disability Insurance Workers Comp Insurance Contract Services Website/Communications Insurance Maint & Repairs- Parks / Playground Advertising Vehicle Maintenance Vehicle Lease Supplies Field Maintenance Program Supplies Uniforms Membership & Dues Education & Training Travel Communications Electricity- Field Lights St Agnes Water & Sewer 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 Field Lease 4 Fininvest Field Lease 5 Budget Actual FY 2004 FY 2004 $72680 $73211 $51 806 $52 184 $41 446 $41 916 $44 639 $13 684 $26 967 $18 820 $28 336 $16 757 $26 640 $29 315 $8 125 $8 972 $45 000 $57 214 $0 $0 $21 784 $17 362 $30 000 $18 935 $10 000 $20 693 $10 000 $5 451 $0 $0 $6 000 $8 102 $80 000 $81 033 $30 000 $22 457 $2 000 $1 634 $1 500 $600 $1 500 $1 400 $2 500 $747 $1 500 $6 720 $8 000 $3 689 $1 000 $2 064 $85 000 $88 760 $65 000 $65 000 $32 000 $56 340 $50 000 $50 700 $5 000 $456 $10 000 $9 854 $15 000 $23 888 $10000 $7657 $34 000 $36 720 $36 000 $36 000 $39 086 $29 314 Adopted FY 2005 $78 604 $56 028 $44 824 $ 72 694 $19 289 $21 535 $27 000 $7 620 $0 $0 $16 483 $30 000 $15 000 $10 000 $3 600 $8 000 $100 000 $30 000 $2 000 $1 500 $1 500 $2 500 $3 000 $0 $0 $85 000 $70 000 $35 000 $100 000 $5 000 $10 000 $15 000 $10 000 $34 000 $36 000 $0 Adopted FY 2006 $85 010 $57 709 $52 528 $ 76 568 $20 794 $23 430 $16 200 $8 763 $0 $7 000 $28 706 $30 000 $50 000 $10 000 $ 3 600 $8 000 $100 000 $30 000 $2 000 $1 500 $1 500 $2 500 $4 000 $15 000 $0 $85 000 $70 000 $35 000 $100 000 $5 000 $10 000 $15 000 $10 000 $37 440 $36 000 $0 % Change 8% 3% 17% 5% 8% 9% 40% 15% N/A N/A 74% 0% 233% 0% 0% 0% 0% 0% 0% 0% 0% 0% 33% N/A N/A 0% 0% 0% 0% 0% 0% 0% 0% 10% 0% N/A Departmental Expenses $932,509 $907,649 $951,177 $1,038,248 9% 154 PARKS & RECREATION DEPARTMENT FISCAL YEAR 2006 BUDGET Community Center Expenses Community Center Supervisor $28 000 $17 000 $53 560 $67 336 26% Youth Services Coordinator $32 000 $0 $32 000 $33 477 5% Front Desk Manager $15 500 $0 $31 000 $33 477 8% Part-time Community Center Personnel $78 952 $27 581 $369 001 $371 406 1% Payroll Taxes $0 $0 $37 145 $38 686 4% Retirement Contributions $0 $0 $13 987 $16 115 15% Life Health Disability Insurance $0 $0 $16 200 $16 200 0% Workers Comp Insurance $0 $0 $58 559 $67 343 15% Advertising $0 $0 $0 $50 000 N/A Contract Services $0 $0 $105 400 $210 800 100% Telephone $0 $0 $0 $5 000 N/A Postage $0 $0 $0 $2 500 N/A Insurance $0 $0 $48 000 $67 479 41% Maintenance $0 $0 $0 $249 595 N/A Minor Repairs $0 $0 $0 $5 000 N/A Office Supplies $0 $0 $0 $2 500 N/A Supplies $0 $0 $92 000 $82 000 11% Electricity $0 $0 $195 664 $108 000 -45% Water & Sewer $0 $0 $13 976 $3 000 -79% Community Center Expenses $154,452 $44,581 $1,066,492 $1 429 913 34% Total Parks & Recreation $1,086,961 $952,231 $2,017,669 $2 468,161 22% 155 CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 2006 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 part of the annual budget process staff and engineering studies shall form the basis for preparation of a five-year Capital Improvement Program including one (1) year capital budget to further the Master Plan elements Policy 1 1 2 The Capital Improvement Program shall include a drainage facility improvement/replacement program based upon the 1993 Drainage Master Plan adopted September 14 1993 Construction of the system began June 19 1995 with final completion by October 18 1997 Policy 1 1 3 In setting priorities the following kinds of criteria shall be used by the Village Council in all cases financial feasibility or budget impact will be assessed 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 deteriorated non-residential properties Biscayne Bay Enhancement Projects any project which would enhance the environmental quality of Biscayne Bay 156 CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 2006 Policy 1 1 4 The Village shall use designated funding mechanisms such as the drainage utility and sewer assessments to the maximum extent feasible thereby freeing up general funds (and general obligation bonds) for such Village -wide projects as park land acquisition and streetscape work as outlined in the policies of other Master Plan elements A Stormwater Utility Fee was enacted in 1994 CAPITAL IMPROVEMENT ELEMENT IMPLEMENTATION SYSTEMS A Five -Year Schedule of Capital Improvements B Other Programs The other principal programs needed to implement this element are as follows 1 An annual capital programming and budgeting process beginning no later than July of every year and including the use of the project selection criteria contained in Policy 1 1 3 related thereto will be the annual review of this element A capital budget is submitted each year with the annual budget 2 Master Plan adopted by Village Council on September 14 1993 and a stormwater utility rate was set the same year Project construction started June 18 1995 and was completed October 18 1997 3 Preliminary financial and engineering feasibility exploration of extending sewers to the unsewered areas have been completed Studies authorized by Village Council Feasibility report by the Village Engineer (C A P ) which was presented and discussed by the Village Council at the August 26 1997 The Council adopted the plan February 24 1998 Final Plans and specifications were completed by PBS& J and approved by the State Department of Environmental Protection October 21 1998 Bids to construct the system were received July 1999 The Village Council will hold a Sanitary Sewer Workshop on January 18 2005 to discuss the sewer project 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 157 CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 2006 C Monitoring and Evaluation The Village Manager or designee shall annually prepare a status report on this Capital Improvement Program for submittal to the Village Council The primary purpose is to update the five-year schedule including the basis for the next years capital budget The project evaluation criteria shall be used in the project list review and special attention shall be devoted to maintenance of the level of service standards This entire evaluation process shall be integrated into the Village s annual budget process This section of the 2002 budget addresses the Master Plan requirement D Concurrency Management Concurrency Management shall be implemented as articulated in Land Use Element Policy 2 14 and Capital Improvement Element Policy 1 4 1 RELATIONSHIP BETWEEN OPERATING & CAPITAL BUDGETS & FISCAL IMPACT The Village of Key Biscayne prepares a separate Capital Improvement Program from the Operating General Fund Budget however the two (2) budgets are linked The operating budget provides funding for most capital projects and will carry the operating impacts of those projects once constructed Operating and maintenance costs are reviewed with each of the capital projects The operating budget of the Capital Improvement Fund as distinguished from the General Fund Operating Budget is a multi -year financial plan for the acquisition expansion or rehabilitation of infrastructure capital assets or productive capacity of Village services The Capital Outlay along with the Capital Improvement Program is developed along with the annual operating budget 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 mcide to this rule for practical reasons When the operating impact of the capital outlay are analyzed the Capital Plan appears to place very limited burden on the operating budget Capital Projects typically apply to the following Expenditures which take place over two (2) or more years requiring continuing appropriations beyond a single fiscal year Systematic acquisition over an extended period of time and Scheduled replacement or maintenance of specific elements of physical assets Upon completion the Civic Center buildings shall impact the General Fund operating budget Funds to finance the center are from borrowed funds No additional uniformed personnel shall be required However personnel for 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 158 CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 2006 Revenues for the Capital Budget derive primarily from current annual operating revenues The Capital Improvement Budget unlike the operating Budget is a five year plan which is updated annually Only those projects scheduled during the first year of the plan are financed and adopted as part of the Village's Annual Operating Budget The Capital Outlay appropriation upon adoption of the budget is transferred to the Capital Improvement Fund in accordance with Resolution 95-26 adopted July 25 1995 Funds remain in this account and on the books until the project is completed or closed and do not need to be re -appropriated every year No property tax increase has been required to fund Debt Service requirements since the Village's inception The Fiscal Year 2006 adopted property tax rate of $3 606 per $1 000 assessed valuation is the same as the Fiscal Year 2005 property tax rate 159 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER THE VILLAGE CIVIC CENTER I Introduction A Village Civic Center was discussed as early as 1992 A center is included and discussed in the early drafts of the 1995 Comprehensive Plan The first significant action taken by the Village Council to establish a center was the acquisition development and dedication of the 9 5 acre Village Green in 1995 The 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 April 28 1998 Resolution 98-19 retained OBM Miami Inc to provide consulting services for the Capital Improvement Program In response to Resolution 98-21 three (3) separate contracts which involved the preparation of conceptual and schematic building plans for the civic center with OBM Miami Inc were approved at the May 12 1998 meeting On September 1 the architect presented a second Civic Center Site Plan and conceptual schematic plans for the emergency services complex Resolution 98-52 adopted October 13 1998 authorized the architect to proceed with design development (Phase II) In November 1998 the Village received the 1998 Community Relations Award for improved communications with our community from the Florida Government Communications Association (FGCA) for the planning design session 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 April 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 160 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 pedestrian friendly environment with tree -lined streets and sidewalks located in a manner that embraces the New Urbanism concept The buildings are located close to the streets parking lots and on -street spaces will be used throughout the day by different users of the Civic Center Thereby reducing the amount of asphalt As part of the Site Plan a section of W McIntyre Street will be realigned with Galen Drive This realignment 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 161 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 November 30 1994 A portion of the complex consists of temporary portable trailer units and has a projected use of 5-7 years These sections of the facility are rapidly deteriorating Since 1992 and including 2000 the annual goals and objectives included the replacement of the facility VI Fire Station Design for the Fire Station began September 1 1998 when Village Council authorized the Architect to begin Phase I Schematic Design ($12 360) Phase II Design Development was authorized by Resolution 98-52 on October 13 1998 ($32 750) Immediately following Phase II approval Phase III Construction Documents was authorized on April 20 1999 by Resolution 99-33 ($70 240) Programming for the facility expanded to include fire administrative offices and 162 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 an outdoor terrace as well as laundry restroom and shower facilities for the on -duty personnel The second floor administrative area contains a reception area restrooms a conference room storage space and office space for the Fire Chief Deputy Fire Chief and Administrative Assistant The attic space has been utilized for mechanical and telecommunications equipment as well as auxiliary storage space The architectural character of the building is expressed through its standing seam metal roof double wood fascia and rafters and cast stone 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 163 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 available to the public on December 8 1998 An advertisement appeared in the Daily Business Review on December 8th 10th 15th 17th 22 and on January 4th 1999 requesting qualifications from architectural firms interested in the community center project Ten responses were accepted on January 8th 1999 The Selection Committee met on January 14th 1999 to receive copies of the submittals and rating sheets to score the ten firms On January 28 1999 the Selection Committee met to short list the top five architectural firms The Committee interviewed the top five architectural firms on March 4 1999 Council Resolution 99-20 adopted April 20 1999 authorized the Village Manager to negotiate with Robert G Currie Partnership for architectural and engineering services for the Recreation Center Council Resolution 99-62 was adopted and approved on July 22 1999 A $100 000 state grant will offset a portion of this fee and the contract was executed July 27 1999 Resolution 2000-39 was adopted on July 24 2000 which authorized the Village Manager to execute a new agreement for the design of the center at a cost of $360 000 Staff is negotiating a revised contract as a result to design changes that were approved in Resolution 2001-9 The Recreation Center consists of a two-story building of approximately 38 000 square feet The facility will provide a variety of multipurpose rooms to allow for program spaces The floor plan and design provides for possible future modifications as new needs are established The building is sited between the Village Green McIntyre Street Village Green Way and Fernwood The primary entrance and drop-off is located adjacent to the traffic circle The entrance lobby includes a reception desk which provides visual control to people entering and leaving the building views of the wellness center snack bar covered porch stair the toddler's room and center corridor Active areas are located on the first floor which include the gymnasium that contains a full size basket ball court with movable bleachers and subdivided for two half -courts by a suspended curtain Additional active areas are the teen center game youth and toddler's dance and aerobic rooms Elevator and locker/toilet rooms are centrally located Additional space is provided for offices mechanical storage and circulation Handicap access is designed on the east side next to the main entrance 164 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER The second floor provides space for the more quiet and less active spaces The space includes a craft room with kiln and a computer room 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 The Community Center was opened on November 1 2004 VIII Village Administrative Offices and Police Station Resolution 99-10 adopted February 9 1999 authorized the Village Manager to prepare an RFQ for architects interested in designing the Police Administrative Offices facility At the April 20 1999 meeting Council appointed five (5) members to serve on the committee to assist the Manager with the selection of the architect The RFQ was dated June 4 1999 and mailed June 18 1999 The twenty-one (21) proposals were returnable on July 16th 1999 The committee short-listed six (6) firms at the July 28 1999 meeting The committee reviewed the proposals at their August 10th meeting Three of the six firms were ranked This facility is envisioned to house the police departments the fire departments and the Villages administrative offices This facility will also serve as the Village s Emergency Operations Center (EOC) in the event of a disaster Resolution 99-78 authorized the Village Manager to negotiate a contract with Spillis Candela & Partners Inc Resolution 99-97 adopted December 7 1999 approved their contract and appropriated $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 2000 Resolution 2000-49 adopted September 12 2000 approved the new two-story 165 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER 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 52 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 materials are consistent with all of the proposed civic complex projects A double -height loggia and covered porches along scale addressing the Recreation Center to the north and the future Theater/Council Chamber building Village Hall was opened on December 1 2002 IX Off -Site Improvements The Village Manager was authorized by Resolution 99-100 December 7 1999 to enter into an agreement for Spillis Candela and Partners to prepare civil engineering and electrical plans for the Village Civic Center at an estimated cost of $75 000 Plans and specifications for the relocation of West McIntyre Street between Crandon Boulevard and Fernwood Road the design of all new interior roadways within the complex reconstruction of a portion of Crandon Boulevard realignment of Galen/West McIntyre Street and the relocation of existing 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 166 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER luminaire relocation along Crandon Boulevard are part of this contract X 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 XI Financing Plan The Council held nine (9) sessions to develop a long-term borrowing plan to finance the Civic Center project At the November 17 1998 Council meeting Councilmember Fein suggested the Village take advantage of the current low long-term interest rates Our financial advisor discussed various financing options at the December 8 1998 meeting including refinancing the Village Green A five-year financial projection was requested by Councilmember Oldakowski of the Village Council at the January 12 1999 Council meeting The first plan was included with the January 19 1999 agenda for the Council Goals and Objectives Workshop It included estimated revenues expenditures and borrowing projections debt limits and the estimated amount to be borrowed At the March 9 1999 Council meeting a second more refined plan was distributed to the Council The Village Council discussed the comprehensive Civic Center report at the April 6th workshop The report defined the need and reasons for the proposed Civic Center building components status of two land acquisitions proposed Civic Center master site plans costs and a third financing plan By consensus the Council requested a thirty (30) year borrowing plan 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 167 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER 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 XII 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 XIII At -Risk Construction Manager (James A Cummings, Inc ) The Florida Department of Management Services published a Request for Proposal on September 3 1999 for a Construction Manager to build the Civic Center project The Construction Manager is to provide pre -construction and construction phase services under a guaranteed maximum price to construct the Civic Center complex This includes the 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 168 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER Inc as the Construction Manager on November 16 1999 with the adoption of Resolution 99-98 The firm was authorized to proceed with the preconstruction phase of the contract at a cost not to exceed $113 190 XIV Community Center Construction Program Manager (Skyline Management Group, Inc ) The Village of Key Biscayne published a Request for Proposal for a construction manager for the Community Center Project The Village received credentials from two firms At their January 28 2003 Council Meeting the Village Council unanimously appointed Skyline Management Group Inc as Construction Program Manager (Owner's Representative) for the project XV Construction Schedule On April 10 2001 the Village Council approved Resolution 2001-29 which directed the Village Manager to begin the mobilization and site preparation work for the Administration/Police Building and Fire Station This work began on April 30 2001 It is expected the Fire Station was completed September 2002 and Administration/Police Building in December 2002 The Recreation Center was completed October 2004 and was officially opened November 1 2004 169 STORMWATER UTILITY FUND FISCAL YEAR 2006 MISSION STATEMENT: To maintain, manage, plan and enhance drainage systems to safeguard public health and control flooding while protecting our waterways. To work cooperatively to respond to the community's need by providing reliable, professional and cost effective services. GOAL The Stormwater Utility is addressing the needs of maintaining the stormwater systems to remove stormwater at peak levels for which the system was designed addressing the needs to improve the quality of water being discharged into Biscayne Bay and area canals in accordance with our Master Plan solving the local drainage problems and all 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 170 STORMWATER UTILITY FUND FISCAL YEAR 2006 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-permiffee for the second part of the process The second Inter -local Agreement was approved and executed by Metro - Dade on July 12 1994 for a five (5) year period or until November 16 2000 at a cost of $4 200 annually It is cost effective and prudent for the Village to continue under the terms of this Inter -local Agreement in order to comply with the regulations The agreement was extended by Resolutions 2000-44 adopted August 29 2000 A second agreement was authorized by Resolution 2000-60 December 5 2000 which provides for the control of discharges until November 16 2000 but may be extended 25 years by mutual consent LEVEL OF SERVICE A major condition affecting the proposed design of the Stormwater System is the low elevation of the area to be drained combined with tidally -controlled groundwater This combined with the intense existing development with no available major retention/detention area limited the drainage system options The other major consideration was to develop a system that was affordable to the Village Based on these considerations a "level of service" was developed to define these parameters The stormwater design has been developed by evaluating the amount of rainfall that will fall on a given area within a specific time period This is the intensity of rainfall that a drainage system is designed to accommodate This intensity is usually expressed as units of inches of rainfall per hour or the inches of rainfall over a one (1) two (2) or three (3) day period The rainfall intensities are categorized within an average occurrence interval This is expressed in a fixed number of years per occurrence such as a five-year storm which means that from the rainfall data this storm will occur on an average of once in every five (5) years Because this in only an average it does not mean that once this storm occurs it will be another five (5) years before another storm of this magnitude will occur It is quite possible that two (2) or more such magnitude storms could even occur in a single year This intensity of rainfall per the average years of occurrence is called the design storm Therefore a five-year design storm is the intensity of rainfall expected to occur on an average of once in five (5) years The design objective was to remove water from the public right-of-way within 12 hours of the five-year design storm From this combination of parameters especially intensity and frequency the level of service for the drainage system was developed for the area west of Crandon Boulevard The level of service is as follows based on the project cost 171 STORMWATER UTILITY FUND FISCAL YEAR 2006 Drainage Area Assumption Flooding Duration - Hours Minor Runoff Private Property 4+ Major Runoff Private Property 8+ Full Runoff Private Property 11 + 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 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 lived out here" In addition Houston commended the Village's stormwater system by saying that portions of the system that were up and running seemed to have been effective in preventing excess flooding "The stormwater system had a pretty good test and seems to have served well" There are a couple of reasons why the newly installed system functions so well The first and primary reason is that the average well is disposing 4500 gallons per minute per foot of head This is significantly higher than 5 year storm design level which was estimated at only 1000 gallons per minute per foot of head The second reason is the overflow weirs to the ocean Before the rainwater has a chance to reach a very high level outfall weirs dispose the stormwater into the sea 172 STORMWATER UTILITY FUND FISCAL YEAR 2006 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 prioritizes proposed project improvements The plan was prepared with a $40 000 State of Florida Department of Community Affairs Emergency Management Preparedness and Assistance Trust Fund (EMPATF) grant which the Village secured competitively in March 1997 The Council adopted Resolution 97-31 May 13 1997 which authorized contracts enabling work to start at on May 27 1997 A local citizen Advisory Committee has reviewed planning proposals and made recommendations to the Village Manager The Plan was submitted to the Council April 28 1998 Resolution 98-18 adopted the plan at the same meeting CONSTRUCTION PROJECT The stormwater project cost is approximately $10 million The revenue was derived from a bank loan of $7 2 million a direct $1 5 million contribution from the General Fund authorized February 9 1995 a $750 000 grant from the 1995 U S Department of Commerce Economic Development Administration a 1996 $167 000 grant from the South Florida Water Management District and interest income The project was started on the east side of Crandon Boulevard and began on June 19 1995 and was completed March 1 1996 The second phase west of Crandon Boulevard was started January 8 1996 and was completed October 18 1997 In conjunction with the stormwater project Miami -Dade Water and Sewer Department replaced approximately $1 5 million of existing water mains at their cost In addition to the above $7 2 M contracts additional drains were installed along portions of Fernwood Road and all of East Enid Drive 1999 STORMWATER UTILITY REVENUE BOND SERIES The $7 2 million Stormwater Revenue Bond Anticipation Notes were originally issued April 11 1995 extended in 1997 and 1998 Ordinance 98-9 adopted October 27 1999 authorized the issuance of $7 2 million of Stormwater Utility Revenue Bonds for the purpose of providing permanent funding for the project YEAR ORDINANCE RESOLUTION RATE 1995 95 3 95 11 4 89% 1997 97 9 97 11 4 52% 1998 98 2 98 06 4 32% 1999 98 9 99 09 4 13% 173 STORMWATER UTILITY FUND FISCAL YEAR 2006 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 2004 the outstanding debt will be $6 430 000 LOCAL MITIGATION STRATEGY Resolution 98-38 authorizes the execution of an interlocal agreement with Miami -Dade County wherein the Village agrees to actively participate in the preparation of a County -wide unified Local Mitigation Strategy (LMS) which addresses not only flooding hazards but all hazards to which Key Biscayne and the County are prone In consideration for such participation the Village receives an award of $30 000 174 STORMWATER UTILITY FUND FISCAL YEAR 2006 BUDGET Debt Service Schedule Year Total Annual STORMWATER Loan Balance $7 200,000 Debt Payment FUND Principal Schedule Interest Fiscal Year Total 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 00 111 923 00 $601 923 00 2016 $1,705,000 515 000 00 91 686 00 $606,686 00 2017 $1,165,000 540 000 00 70 416 50 $610,416 50 2018 $595,000 570 000 00 48 114 50 $618,114 50 2019 $0 595 000 00 24 573 50 $619,573 50 Coupon 4 136% per annum $7 200 000 Stormwater Construction Facilities Series 1999 Nationsbank N A 175 STORMWATER UTILITY FUND FISCAL YEAR 2006 BUDGET Revenues FY 2003 FY 2004 FY 2005 FY 2006 FY 2007 FY 2008 FY 2009 FY 2010 FY 2011 Operating Revenue $528 049 $543 379 $543 379 $543 379 5543 379 $543 379 $543 379 $543 379 $543 379 Interest Income $64 826 S57 423 $56 183 $54 143 $51 276 $48 186 $38 297 $27 753 S16 239 General Fund Contributions $0 $0 $0 $0 $0 $0 $0 $0 $0 Total Revenues $592 875 $600 802 S599 562 5597 522 $594 655 5591 565 $581 676 $571 132 $559 618 Expenditures Administrative Costs $70 000 $70 000 S70 000 $70 000 $70 000 S70 000 $70 000 $70 000 S70 000 Repair & Maintenance $80 000 $80 000 $90 000 $100 000 $100000 $100 000 $100 000 $100 000 $100000 Pump Station Replacement $0 $0 $0 $0 $0 SO $0 $0 $0 Principal and Interest $468 613 $470 559 $472 093 $473 213 $473 921 $579 215 S579 760 $584 686 S588 785 Total Expenditures $618 613 $620 559 $632 093 $643 213 $643 921 $749 215 $749 760 $754 686 $758 785 Revenue Over (Under) Expenditures ($25 738) ($19 757) ($32 531) ($45 691) ($49 266) ($157 650) ($168 084) ($183 554) ($199 167) Beginning Fund Balance $941 140 $915 402 $895 645 $863 114 $817 423 $768 157 $610 507 $442 423 $258 869 Ending Fund Balance $915 402 $895 645 $863 114 $817 423 5768 157 $610 507 $442 423 $258 869 $59 702 18 Year Revenues FY 2012 FY 2013 FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 Totals Operating Revenue S543 379 $543 379 $543 379 S543 379 $543 379 5543 379 5543 379 S543 379 $9 222 113 Interest Income S3 745 S0 SO S0 SO $0 $0 $0 $418 071 General Fund Contributions $155 250 $280 500 $280 500 $348 650 S204 380 $359 200 $367 930 $225 630 S2 222 040 Total Revenues $702 374 S823 879 S823 879 S892 029 $747 759 S902 579 $911 309 5769 009 $11 862 224 Expenditures Administrative Costs S70 000 $70 000 $70 000 $70 000 $70 000 $70 000 $70 000 $60 000 $1 180 000 Repair&Maintenance $100000 $100000 S100000 $100000 $100000 $100000 $100000 S100000 $1 650 000 Pump Station Replacement S0 $0 $150000 $150000 $0 $150000 $150000 $0 $600000 Principal and Interest $592 059 $594 506 $596 128 $601 923 $606 686 $610 417 $618 115 $619 574 $9 530 253 Total Expenditures $762 059 $764 506 $916 128 $921 923 $776 686 5930 417 $938115 $779 574 $12 960 253 Revenue Over (Under) Expenditures (S59 685) $59 373 ($92 249) ($29 894) ($28 927) ($27 838) ($26 806) ($10 565) ($1 098 029) Beginning Fund Balance $59 702 $17 $59 390 ($32 859) (S62 753) ($91 680) ($119 518) ($146 324) $941 140 Ending Fund Balance $17 S59 390 ($32 859) ($62 753) ($91 680) ($119 518) ($146 324) 0156 889) ($156 889) Assumptions 1 $7 200 000 Stormwater Utility Revenue Bonds issued for 20 years at a fixed rate of 4 136% 2 Operating revenue is based on additional units only No fee increases or new units are anticipated to occur after FY 2004 3 A reserve is established for replacement of the pump stations 4 Deficits are projected to start to occur in FY 2014 Available Options to Reduce the GF Contnbution or Repay the Fund 1 Increase the Stormwater Fees by the CPI factor 2 Repay the GF with interest after the Bonds are retired in FY 2019 176 SOLID WASTE AND RECYCLING COLLECTION AND DISPOSAL FUND FISCAL YEAR 2006 MISSION STATEMENT To provide a comprehensive service oriented residential solid waste management service GOAL To provide a comprehensive responsive efficient and effective residential solid waste collection program by providing curbside pick-up and recycling and delivery to an approved disposal site to prevent health and safety hazards and protect the environment BACKGROUND The Village Council first reviewed the solid waste and recycling collection and disposal services for single family residences provided by Metro -Dade County at the March 25 1993 Council meeting The intent to transfer the service from Dade County was included in Goals and Objectives established by the Village Council on two (2) separate occasions The transfer was permitted by the Metro -Dade transitional inter -local agreement Section III -A executed December 30 1992 In accordance with Village Goals and Objectives on October 26 1993 Council approved a contract submitted October 19 1993 to study the cost of providing single-family residential solid waste and recycling collection services The study analyzed the then current annual fee ($399) levied by Metro -Dade County as compared to an undetermined fee of a Village private contractor In anticipation of providing this service in accordance with the inter -local agreement the Village presented the County a transfer notice on April 1 1994 Council discussed the collection program over the next several months FIRST FIVE-YEAR CONTRACT On May 10 1994 Council authorized staff to draff a Request for Proposal (RFP) The RFP was advertised in the Miami Daily Business Review on June 29 and 30 and July 1 1995 with a pre -bid conference on July 8 1995 Six (6) private contractors and the City of Miami submitted proposals on July 22 1994 On August 24 1994 a committee of local municipal officials interviewed all contractors developing a four (4) contractor short-list Village Council via Resolution 94-46 adopted December 22 1994 awarded the contract to Industrial Waste Services Inc (presently known as BFI) All parties executed the five (5) year contract on December 30 1994 with services beginning on January 2 1995 This contract ends December 31 1999 RATE SCHEDULE AND BILLING Adopted April 11 1995 Ordinance 95-4 authorized Village Council to set fees for solid waste and recycling collection and disposal services On April 11 1995 Resolution 95-9 established the annual fee at $199 per year which is one of the lowest annual solid waste and recycling fees in Miami -Dade County This fee reduction translated into a $200 annual savings for Village residents Ordinance 96- 3 adopted April 9 1996 established a 5% late fee 1/2% monthly interest charge and a 10% lien fee for delinquent bills 177 SOLID WASTE AND RECYCLING COLLECTION AND DISPOSAL FUND FISCAL YEAR 2006 YEAR 2004 2005 2006 Starting Fund Balance $194 107 $220 904 $220 904 Revenue $284 900 $533 397 $545 162 Contract Expenses 255 195 514 008 514 008 Admen Expenses 3 978 4 000 4 000 Uncollectable ccoun s 0 0 27 154 Total Expenses 259 173 518 008 545 162 EOY Net Inc /loss 29 705 15 389 0 EOY Balance $220 904 $236 893 $221 404 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 April 20 1999 directed the Manager to issue a Request for Proposal (RFP) for soliciting bids for solid waste haulers Letter dated May 10 1999 to BFI Inc in accordance with section 2 2 of the contract stated the non -renewal of the agreement by the Village The advertisement appeared in the Miami Business Review on July 1 1999 On July 8 1999 the Village held a pre -bid meeting to discuss the Solid Waste and Recycling Collection Request for Proposal Waste Management Inc and BFI Waste Management of North America Inc submitted RFPs on July 22 1999 A memorandum dated August 17 1999 to the Village Council from the Manager recommended a five (5) year contract be awarded BFI Waste Systems of North America 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 178 SOLID WASTE AND RECYCLING COLLECTION AND DISPOSAL FUND FISCAL YEAR 2006 THIRD CONTRACT A Request for Proposal was issued by the Village on October 13 2004 for solid waste haulers The Village held a pre -bid conference on November 1 2004 to discuss the solid waste and recycling Request for Proposal Three bids were received on November 24 2004 Bids were received from BFI of North America Waste Management Inc and Global Waste Inc On December 7 2004 a motion was made by the Village Council to extend the BFI contract for one month The Village Manager recommend at the January 25 2005 Council Meeting that Waste Management Inc be awarded the bid for Solid Waste Services The Village Council selected Waste Management Inc as the new service provider 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 $545 162 revenue represents the total of all billed single-family homes (1 300) at $420 per residence less $27 154 for uncollectible Fees were increased due to the new contract with Waste Management Inc 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 administrative expenditures Y Operating Revenue $286 522 $291 701 $292 000 $292 000 $285 000 $545 162 $545 162 Interest Income 5 602 3 293 4 000 4 000 850 0 500 Total Revenues 545► 162 ; 5 6 Contractual Services 1 $269 292 $260 736 $260 652 $263 789 $275 000 $514 008 514 008 Administrative Costs 36 660 3 444 27 000 15 000 10 000 4 000 4 000 Uncollectable Accounts 0 u u u 0 27 154 27 154 Total Expenses 305 951 264 180 287 652 278 789 $286 500 $545 162 545 162 time t d 8d r',ce $1f 848 $131 662 $143,873 $166 084 $ ? 904 $220 904 $221 404 1 Contractual Services is solid waste and recycling collection and disposal contract with BFI Waste Systems of North America 179 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2006 MISSION STATEMENT TO FINANCE AND CONSTRUCT SANITARY SEWER COLLECTION AND TRANSMISSION FACILITIES TO SERVE THE AREAS OF THE COMMUNITY Sanitary Sewer Improvement Fund A Sanitary Sewer Improvement Fund was created by Ordinance 98-10 adopted October 27 1998 within the enterprise funds of the Village The purpose of this fund is to provide financing to construct this project with a special assessment on the served property owners and a contribution from the General Fund The project will serve the 706 homes on Key Biscayne that do not have a municipal sanitary sewer available to them Ordinance 99-3 adopted April 20 1999 authorizes the special assessment process Ordinance 99-9 authorizes the State Loan and Resolution 99-92 approved the project Resolution 2001-35 adopted May 8 2001 authorized the project to proceed and approved the assessment procedures After completion of construction the sanitary sewer system will be maintained and operated by the Miami -Dade Water and Sewer Department in accordance with an inter -local agreement After twenty (20) years the system will be sold to the County for a nominal fee 1 REASONS FOR SANITARY SEWERS The following are some of the reasons why Village Councils since the incorporation of the Village have decided that the present sanitary sewer collection system should be expanded to those areas not provided by a municipal sanitary sewer collection system These reasons were discussed and developed by the area residents on several occasions a The 1995 Master Plan adopted by the Village and approved by the State of Florida after extensive workshops and public discussion mandates that a sanitary sewer system be made available to all areas being served by a septic tank on or before the year 2008 According to a statement from Mr Kenneth B Metcalf representing the State of Florida Department of Community Affairs at the Village Council Meeting of November 9 1999 180 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2006 " If an attempt is made to change the Plan the Plan would be found in non-compliance" "If the Village goes forward does not connect and does not change the Plan the law gives citizens the ability to challenge development orders that are issued That could include expansion of houses and any permit that would rely on septic tanks " b Because of the Village's high water table and the poor water absorption characteristics of its soil septic tanks may contaminate the environment after heavy rains with effluents rising to the surface and otherwise contributing to ocean and bay pollution This fact was discussed in The Islander News article of March 25 1999 In the same issue Mr Samir Elmir State Health Department Administrator for Miami -Dade County made the following statement "a sewer system is better for a community than a septic system because it pumps the sewage away for treatment rather than treating it locally It is safer and much better system " Mr Elmir also discussed the subject at the November 9 1999 Council Meeting where he stated that " soil conditions on Key Biscayne are not proper for septic tanks the set back to the surface water is very close to Biscayne Bay and the coastline" " Anything more than one septic tank per 5 acres must be considered relatively high density and would impact the water quality in the area " "The State of Florida has jurisdiction to fully implement the septic tank program but they do not enforce any type of program to insure that the system is functioning properly" "There are a lot of old systems on Key Biscayne and some have water levels 6 inches above the gravel In contrast when a NEW permit is issued on Key Biscayne the new systems are mounded 3 feet above the natural ground level" " Random samples were taken after heavy rain from standing water One was taken from an area served by sewer and one from an area served by septic systems The levels of fecal coloforms were very high in the area served by septic systems in comparison with the areas served by sewer This is an indication that human or warm-blooded animal waste has been contaminating the water Harmful pathogens are present in the water" "Having a sewer system is a cleaner solution and it will protect the environment From a public health standpoint a sewer system is the appropriate system " "If you are on septic any addition to your existing home is almost impossible " 181 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2006 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 prior to the October 5 1999 workshop An additional meeting was held on November 9 1999 and this report was again updated and distributed to the Citizens as per motion of the Village Council at its meeting of October 12 1999 The letter was dated October 29 1999 This project evolved over the past nine years during which time more than 50 public hearings public workshops and public meetings were held and additional citizen mailings The most recent was April 6 2001 3 SERVICE AREA The limits of the project areas are Ocean Drive the East Biscayne Bay to the West West Heather Drive to the North and West Mashta Drive to the South (see attached map) 182 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2006 4 COMPREHENSIVE PLAN A citizen survey in 1993 reported that the extension of the sanitary sewer system was supported by a majority of those respondents replying to the survey The Comprehensive Plan adopted in 1995 (Ordinance 95-8) requires a central sanitary sewer to all of the community by the year 2008 It is part of the Capital Improvement element of the plan More specifically future Land Use Policy 2 1 1 states that " The Village shall cooperate with the County in an attempt to complete a financial and engineering plan to extend sanitary sewers to as much of the remaining un-sewered areas as is financially and otherwise desirable The intent is to complete that plan as soon as technically and financially feasible but not later than 1998 and to begin implementation as soon as technically and financially feasible and complete implementation no later than 2008 " The State of Florida Department of Community Affairs (DCA) noted that the collection system is part of the settlement agreement between the Village and DCA in their June 12 1995 letter to the Village The Village request was 2014 Other DCA communications including its letters of February 5 1998 and February 18 1998 urge the Village to proceed with its sewer program as included in its Master Plan Finally it should be noted that the program is also consistent with the Florida Coastal Management Program 5 GOALS AND OBJECTIVES OF VILLAGE COUNCILS Since incorporation in 1991 Village Councils have adopted Goals and Objectives on nine (9) separate occasions On each occasion the construction of a sanitary sewer collection system was included as one of the Council goals and given a high priority In addition specific sanitary sewer workshops were held each year since 1996 6 FLORIDA DEPARTMENT OF ENVIRONMENTAL PROTECTION (DEP) a State Revolvinq 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 183 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2006 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 secuntization are discussed in the "Financing Plan" This estimate plus a general contingency of about 8% brings the estimate to a total of about $8 400 000 That estimate was developed and approved at the January 13 1998 Council Meeting The data was prepared by CAP Engineering Inc and PBS & J the design engineers 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 2) The requisite construction permits have been secured and 3) An Inter -local Agreement with Miami -Dade County for the management and maintenance of the completed system has been executed These and all other pre -construction activities have been reimbursed out of the drawn -down "Pre -Construction" portion of the SRL loan ($723 762 00) pursuant to the Village's loan agreement as amended with DEP dated June 26 1996 The breakdown of the Pre -Construction Loan as reflected in the Loan Agreement is as follows Administrative Allowance Planning Allowance Allowance for Engineering Loan Repayment Reserve Loan Service Fee $ 39 600 00 198 000 00 422 400 00 19 800 00 30,762 00 Total Pre -Construction Project Costs $ 723.762 00 184 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2006 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 April 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 Loan Agreement and (d) Application approved and executed by State on November 15 1999 185 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2006 (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) Failure of property's existing septic tank system occurs (2) Improvements or repairs to a property exceed 50% of its value or (3) A change in property ownership occurs c County Resolution # 1164-98 adopted October 26 1998 approved an inter - local agreement providing for the operation and maintenance of the system by the Miami -Dade County Water and Sewer Department The system will be leased for a period of 20 years then sold to the County for a nominal payment Resolution 98-45 adopted August 25 1998 authorizes the Village Manager to execute the agreement (The wastewater from the proposed collection system will be transmitted to the central district combined wastewater treatment plant for treatment on Virginia Key ) 186 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2006 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 9 1998 REFERENDUM Resolution 98-1 January 13 1998 authorized a mail ballot referendum February 24 1998 on the proposed sanitary sewer collection system construction project at an estimated cost not to exceed $8 4 million Resolution 98-2 January 13 1998 187 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2006 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 le 53 4% voted "no" (371 out of the 706 affected homeowners le 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 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 188 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2006 a 1 396 out of the Village's 4 294 registered voters about a third (32 51 %) turned out to vote b 52 76% or 689 voted yes and 617 voted no for the charter amendment (i e Question # 1) c 54% or 681 voted against the repeal of the enabling legislation (i e Question # 2 Ordinance 99-3) 580 yes (46%) d 62 84% or 820 voted against and 485 (37 16%) voted for repealing the State financing (le Question # 3) At the May 23 2000 Council Meeting the Council authorized the Village Manager and the Village Attorney to prepare the necessary documentation to set a public hearing for the project Resolution 2000-33 adopted July 11 2000 requested the Village be included in H R 673 and S 2711 for the purpose of receiving federal funds to improve the quality of water throughout the marine eco-system Resolution 2000-17 adopted June 6 2000 set a public hearing for July 11 2000 Resolution 2000-35 adopted July 11 2000 authorized the sanitary sewer construction project be delayed 120 days until November 16th to coordinate this project with WASA in order to replace the water pipes at the same time and continue the search for outside funding Resolution 2000-33 requested the project be included in the legislation currently before the U S Congress At the November 14 2000 Council Meeting the Village Council deferred the Public Hearing until March 2001 At the December 5 2000 Council Meeting the Mayor requested the issue be discussed at the January 9th Meeting at which time staff was directed to prepare the appropriate resolutions At the January 23 2001 meeting four alternatives were submitted and discussed by the Council Resolution 2001-12 was adopted which 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 The State Department of Environmental Protection notified the Village the Department would be holding a public hearing on April 18 2001 to set the Priority List for Fiscal Year 2001 The $6 798 000 loan is an item of the agenda The Chief of this Bureau indicated to the Village Manager that the loan would be cancelled unless the Village made progress towards implementing the assessment process 189 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2006 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 hearing 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 during Fiscal Year 2002 and in November of 2002 a prepayment of $332 000 was made 1 1 SPECIAL ASSESSMENT FOR THE SANITARY SEWER CONSTRUCTION PROJECT Ordinance 99-3 adopted April 20 1999 permits a special sanitary sewer assessment to be levied and collected Assessment rules were 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 d On November 9 1999 when Council adopted Resolution 99-92 that among other provisions declared the necessity for the improvement called for 50% of the cost of the improvement to be paid by Special Assessment on the properties served by the project and for the preparation of an Assessment Roll e Resolution 99-92 November 9 1999 adopted the special assessment regulations and rules 12 ENGINEERING PLANS FOR COLLECTION AND TRANSMISSION SYSTEM A motion was passed at the September 12 1995 meeting authorizing the preparation of an RFQ for a Master Plan for the sanitary sewer project At its February 24 1998 meeting Council adopted the 1997 Sanitary Sewer Feasibility Study and Master Plan prepared by C A P Engineering Inc which was presented to the Council November 11 1997 190 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2006 At its March 10 1998 meeting the Village Manager was authorized to retain the engineering firm of PBS & J to prepare plans and specifications for the sewer project at a cost not to exceed $400 000 At its March 31 1998 meeting the Council by motion agreed to construct a sanitary sewer collection system PBS & J submitted the preliminary design report to the Council August 25 1998 The sanitary sewer system construction will consist of the installation of approximately 39 000 linear feet of gravity sewers approximately 1 885 linear feet of force mains one (1) new 30 HP pump station upgrading (1) pump station to 15 HP and providing service laterals to the right-of-way line for approximately 706 addresses The entire system discharges into a proposed 24" Force Main along Crandon Boulevard This force main extension connects to the existing main sewer system at Crandon Boulevard and Harbor Drive The estimated construction cost at that time was $6 215 000 13 SANITARY SEWER COLLECTION AND TRANSMISSION SYSTEM COST ESTIMATE The amount of the SRL is based on a preliminary cost estimate for the project The total cost based on engineering estimates and State DEP reviews is $7 941 990 00 including all pre -construction direct construction hard and related costs A further cost breakdown is found in the financing plan Based on this estimate the average assessment for each property is $5 624 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 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 engineer's estimate is $75 000-$125 000 191 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2006 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 (CONSTRUCTION OF PROJECT HAS BEEN POSTPONED) 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 1 Advertise for Bid August 2 1999 6 Award Contract November 16 1999 (Resolution 99 9) 2 Pre Bid Meeting August 10 1999 7 Notice to Proceed TBD 3 Bid Opening September 7 1999 8 Pre Construction Meeting TBD 4 Council Receives Bids September 14 1999 9 Start Construction TBD 5 Council Workshop & Special Meeting October 5 1999 10 Completion TBD 192 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2006 • Bid valid for one hundred twenty (120) days from September 14 1999 • Bids extended 240 days from passage of Resolution 99 93 November 16 1999 • Project start extended to November 16 2000 by Resolution 2000 35 • Project start as of May 1 2001 is indefinite The above schedule was submitted to the Council at the May 11 1999 meeting The workshop & Special Meeting date was re -scheduled for October 7 1999 at the July 20 meeting At the September 14 1999 meeting the date was changed to Tuesday October 5 1999 The above schedule is still subject to adjustment Bids opened September 7 1999 and forwarded to the Council for information purposes at the September 9th Council Meeting Final bid summary was submitted September 16 1999 to the Council Resolution 99-93 November 16 1999 authorized the contract to be awarded subject to a referendum on the project The following analysis of the bid results was prepared in conjunction with the award process it is clear from this analysis that the bid results in the tabulation below fall within the project's Financing Plan Metro United Central Florida Ric Man Equipment Engineering Equipment International Foster Marine Service Corp Rentals Low Bid Corrected Bid Zone 1 $1 546 407 45 $1 506 901 00 $1 783 575 15 $1 479 874 10 $2 160 670 54 $1 479 874 10 Corrected Bid Zone2/3 $3 753 807 96 $4 096 120 35 $4 593 784 70 $ 3 801 300 09 $5 962 366 84 $3 753 807 96 Corrected Bid Zone 4 $ 513 707 46 $ 505 478 40 $ 528 719 42 $ 577 806 92 $ 777 976 62 $ 505 478 40 Cor Bid Zone l& 2/3 $ 5 300 215 41 $ 5 603 030 35 $6 377 359 85 $ 5,281,174 19 $ 8 123 037 38 $5 281 174 19 Cor Bid Zone l& 4 $ 2 060 114 91 $ 2,012,388 40 $2 312 294 57 $ 2 057 681 02 $ 2 938 647 16 $2 012 388 40 Cor Bid Zone 2/3 &4 $4,284,605 64 $4 601 598 75 $5 122 504 12 $ 4 379 107 01 $ 6 740 343 46 $4 284 605 64 Corrected All Zones $5 813 922 87 $6 108 508 75 $6 906 079 27 $ 5 858 981 11 $ 8 901 014 01 $5,739,160,46 Two contracts were awarded and approved by Resolution 99-93 adopted November 16 1999 as follows • Ric -Man International for Zones 2 3 & 4 $4 284 605 64 • United Engineering Corp for Zone 1 $1,479,874 10 Total $5,764,479 74 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 193 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2006 PBS & J Inc was awarded the Sanitary Sewer Design in 1998 The design was completed and approved by the State in 1998 and the project was put out of the competitive bids at that time In 1999 the Bid was awarded to two contractors subject to certain conditions The total awarded bid price was $5 750 000 At this time year 2001 the estimated price to complete the proposed construction is in the range of $6 610 000 an increase of approximately 15% or $860 000 over a two-year period This estimate was arrived at by utilizing construction and materials costs from recent sewer project bid prices and applying them to this contract 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 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 194 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2006 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 (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 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 195 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2006 ii A deposit by the Village into the Loan Repayment Reserve Account in the amount of $13 127 00 representing about 3% of the loan iii 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) 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 (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 $13,127 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 $13,127 00 to be derived from loan proceeds and (c) The State Revenue Sharma 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 196 $13 127 00 13 127 00 125,324 00 $151,578 00 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2006 d SANITARY SEWER PROJECT FINANCIAL REQUIREMENTS The May 4 1999 Project Financing Plan approved by the Florida Department of Environmental Protection that forms the basis for the State Revolving Fund Loan Agreement 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% 17 2004 Status After a January 2004 survey of village residents the main priority of island residents is the Sanitary Sewer project The Village is actively seeking funds for the project The Village received news from Washington D C that the Village was awarded $1 million in the Omnibus Bill The Village has applied with the State of Florida for monies in the amount of $1 5 million 18 2005 Status After the November 2 2004 election the Village stands to receive approximately $5 1 million dollars from the County's General Obligation Bond Program The Village is working with the Miami -Dade Water and Sewer Department and the County Manager's office for funding for the asbestos water pipes A workshop to discuss the Sanitary Sewer Project took place on January 18 2005 At the November 22 2005 Council Meeting PBS&J updated the project estimate to $9 5M - $10 5M 197 MILESTONES FOR THE VILLAGE Incorporation Yes= 1 653 No= 1 137 November 6 1990 Charter Adoption Yes= 1 124 No= 541 June 18 1991 Date of First Council Election September 3 1991 First Council Meeting September 23 1991 Ordinance 92-8 (Local Planning Agency) February 25 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 Department Operational September 1 1992 Calusa Park Exchange - Unofficially Given to Village October 20 1992 ORDINANCE 93-2 (FEMA Flood) January 5 1993 Village Government Recognized by ICMA January 28 1993 Police Department Operational March 1 1993 Resolution 93-08 (Opted out of Miami -Dade Fire District) March 9 1993 Organizational Chart Adopted April 27 1993 Fire Referendum Yes= 752 No=1 313 April 27 1993 Fire Rescue Chief Hired 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 1993 Fire Rescue Department Operational October 1 1993 199 MILESTONES FOR THE VILLAGE Grand Bay Project Approved November 11 1993 Tree Farm Acquisition (Village Green) February 10 1994 200 Crandon Boulevard structure Demolished August 13 1994 ORDINANCE No 94-6 (Master Plan Adopted) August 16 1994 RESOLUTION 94-38 (Naming Village Green) October 11 1994 Emergency Complex Dedication - Temporary Facilities November 30 1994 Solid Waste & Recycling Collection Service Inception January 1 1995 Village Green Dedicated April 22 1995 Stormwater Sewer Construction Project Commenced June 19 1995 Ocean Club of Key Biscayne Project Approved July 27 1995 ORDINANCE 95-8 (Master Plan Final Adoption) September 12 1995 Village Green Development Plan accepted January 9 1996 Land Purchase Straw Ballot 1) Community Center 2) Village Offices 3) Police/Fire Facilities Y. 706 N. 775 Y. 430 N. 938 Y. 584 N. 830 March 12 1996 ORDINANCE 96-1 (Deregulation of Cable Rates) March 12 1996 Sidewalk Construction Program initiated April 29 1996 Fifth Year Anniversary Celebration of Incorporation June 18 1996 Traffic Calming Master Plan Adopted September 10 1996 Master Plan approved by State October 20 1996 Statewide Catastrophic Response and Recovery Mutual Aid Agreement executed November 25 1996 Key Biscayne School 27 000 sq ft Ground Breaking Addition November 1 1996 Charter Revision Committee appointed December 10 1996 Petitioner's Debt Cap Charter Amendment Defeated Yes= 386 No= 646 January 21 1997 Charter Election 24 Amendments approved by voters June 10 1997 Long Range Beach Nourishment Plan Adopted October 28 1997 ORDINANCE 97-21 (Fire/ Police Retirement Plan) September 9 1997 Heritage Trail Dedication November 11 1997 200 MILESTONES FOR THE VILLAGE Lake and Ocean Parks dedicated to the Village February 20 1998 Sanitary Sewer Ballot Yes= 172 No=197 February 24 1998 Floodplain Management Plan adopted (Resolution 98-18) April 28 1998 Mayor Term Referendum Yes= 286 No=646 June 30 1998 CRS Rating "7" approved by FEMA March 5 1998 County School Board approves K-8 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 99-3 (Special Assessment Procedures) April 20 1999 Mashta Bridge Dedication May 26 1999 ORDINANCE 99-6 ($10 Million Civic Center Bond 4 72%) June 22 1999 East Enid 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 Y-689 N-619 2 Repeal Ordinance 99-3(Assessment) Y-580 N-681 3 Repeal 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 June 10 2001 Gazebo Bandstand July 2001 Tenth Anniversary Celebration September, 2001 Village Manager hired May 6 2002 Police/Administration Building & Fire Station Dedication October 28 2002 Community Center Opens November 1 2004 201 HURRICANE PREPAREDNESS AND RECOVERY PLAN FISCAL YEAR 2006 Located in the center of the southern -most U S barrier island situated in the path of powerful hurricanes and tropical storms the Village made an early commitment to storm preparation Even though storm mitigation had been an important issue for the Village since incorporation Hurricane Andrew's destruction on August 24 1992 emphasized the dire need for a formal hurricane preparedness and recovery plan In the wake of Hurricane Andrew the Village of Key Biscayne has formalized two (2) separate storm plans the Emergency Response Plan (ERP) and the Storm Preparation and Recovery Plan for the Village of Key Biscayne Beach (SPRP) as well as initiated citizen training Since incorporation the following storm preparation and recovery activities have been accomplished 1 The Village received $2 212 725 from the Federal Emergency Management Agency (F E M A) to cover a portion of Hurricane Andrew's destruction 2 Completed May 1994 the Emergency Response Plan (ERP) outlines Village hurricane preparedness and recovery procedures Information on the ERP is annually reviewed and discussed by staff as well as disseminated to condominium managers All condominiums have been invited to share the Village radio frequency for emergency purposes As a test of effectiveness Village staff participates with other Florida Communities in the annual statewide hurricane preparedness drill 3 Village Resolution No 96-8 adopted April 9 1996 authorized Village participation in the Statewide Mutual Aid Agreement for Catastrophic Disaster Response and Recovery between the Florida Division of Emergency Management and the Village This agreement allows for reciprocal aid and assistance in times of emergencies The Village received an executed copy of this agreement from the Director of Emergency Management on October 29 1996 4 The 1996 locally produced 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 preparation and protection guide 5 In June 1997 the Village purchased a generator certified to run the two (2) fully operational stormwater pump stations as well as the entire Emergency Services Complex consisting of the Police and Fire Stations and the Emergency Operations Center (E 0 C ) 6 In July 1997 a voice mail information system became operational enabling Village residents to obtain current governmental information by dialing (305) 365 -NEWS This system enhances the Village ability to inform residents of pre -incident and post -incident actions 7 The first group of 25 Community Emergency Response Team (C E R T) members completed the six week training course on August 27 1998 The C E R T program is designed to train a group of 10 to 15 members of a neighborhood apartment/condominium complex or similar residential area to prepare for and respond after a disaster The second 14 member class completed their training on December 19 998 202 HURRICANE PREPAREDNESS AND RECOVERY FISCAL YEAR 2006 8 Complementary to the Hurricane Plan is the Storm Preparation and Recovery Plan for the Village of Key Biscayne Beach (SPRP) The Plan was reviewed by several County State and Federal agencies for accuracy The plan is intended to document pre -storm and post -storm Village beach conditions as well as help to identify hazards along the Atlantic coast following any major weather phenomenon This plan was designed in response to the November 1996 storm that ravaged the Dade County coastline and the resulting realization that the Village of Key Biscayne must take steps to ensure its own beach recovery 9 In July 1998 the Village of Key Biscayne and the Ocean Club reached an agreement whereby the oceanfront development would provide manpower and equipment to clear road debris and provide post -hurricane headquarters to the Village Government at no cost Ocean Club Project Superintendent Mr Rick Chitwood acts as our contact as well as helps assess damages and orchestrate the first stage of recovery This is believed to be the first private -public agreement of its kind in Miami -Dade County 10 The President of the United States issued an emergency declaration on September 22 1998 making the Village eligible for disaster relief funding for Hurricane Georges Resolution 98-60 adopted December 8 1998 authorized the Village Manager to execute the Disaster Relief Funding Agreement for $112 924 11 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 12 Resolution 99-46 adopted May 11 1999 established a Special Disaster Relief Reserve Fund in which the Hurricane Georges federal reimbursement of $112 924 was deposited The Village will utilize this fund for hurricane planning and improvement of the Emergency Management Plan 13 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 14 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 15 Resolution 2001-14 adopted February 13 2001 approved the Statewide Mutual Aid Agreement providing for Mutual Aid in disasters 16 The Hurricane season of 2004 brought three named storms to the State of Florida The Village suffered minimal damage after Hurricanes Charley Francis and Jeane The Village is eligible to receive relief funding for Hurricanes Francis and Jeane and is currently working with FEMA 17 The Hurricane Season of 2005 was extremely busy Three named storms passed through Key Biscayne The Village suffered minimal damage from Hurricanes Katrina Rita and Wilma The Village is eligible to receive funding for all three hurricanes and is working closely with FEMA 203 AWARDS AND RECOGNITION FISCAL YEAR 2006 The Village of Key Biscayne accomplished numerous goals and objectives in 2005 Since incorporation, various Departments have received the following highlighted accolades for their efforts and final products • Village Council 1998 Wal-Mart American Hometown Leaders Award Councilmember Betty Q Sime * Office of the Village Manager 1999 FGCA Award 1998 Annual Video Report - Village of Key Biscayne "Our Island Paradise" 1999 3CMA Savvy Award of Excellence Best One Time Video 1998 Annual Video Report - Village of Key Biscayne "Our Island Paradise" 1998 City Hall Public Information Contest Grand Award Key Biscayne Heritage Trail Brochure 1998 American Association for State and Local History (AASLH) Certificate of Commendation Key Biscayne Heritage Trail 1997 Aventura Chamber of Commerce First Annual Pacemaker Award C Samuel Kissinger Village Manager 1997 Society of Public Administration South Florida Chapter Professionalism in Government Award C Samuel Kissinger, Village Manager Florida Division of Recreational Parks 1997 Certificate of Award for contributions to Bill Baggs Cape Florida State Recreation Area 1996 City Hall Public Information Contest Grand Award Five -Year Progress Report * Police Department 1998 City Hall Public Information Contest Grand Award Bicycle Safety Video - "Street Wise" 2005 Accreditation 204 * Building, Zoning & Planning Insurance Services Organization (ISO) Rating of 3 (highest given to a Miami -Dade County Municipality) 1992-2003 1998 FGCA Bronze Award - Community Relations Civic Design Charrette * Public Works Department The Florida Urban Forestry Council 1997 County or Municipal Program Grand Award 2000 The Florida Institute of Consulting Engineers selected the Mashta Island Bridge for an Honorable Mention Award 2003 National Floodplain Conference Model Community Award • Finance Department Government Finance Officers Association (GFOA) of the United States and Canada Distinguished Budget Presentation Award 1993 2004 Government Finance Officers Association (GFOA) of the United States and Canada Certificate of Achievement for Excellence in Financial Reporting 1992 2003 • Fire Rescue Department 1999 Life Safety Achievement Award Residential Fire Safety Institute Commission on Fire Accreditation International Accredited Agency 1998-2003, 2003-2008 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 VILLAGE OF KEY BISCAYNE LOCAL ELECTED OFFICIALS ELECTED COUNTY OFFICIALS I Miami -Dade Mayor The Honorable Carlos Alvarez Stephen P Clark Center 111 Northwest First Street Suite 2910 Miami Florida 33128 Tel 375-5071 Fax 375-3618 www miamidade gov II County Commissioner (District Seven) The Honorable Carlos Jimenez Downtown Office Chip Iglesias Chief of Staff Miami -Dade County Board of County Commissioners - District 7 111 Northwest First Street Suite 220 Miami Florida 33128-1963 Tel (305) 375-5680 Fax (305) 372-6103 District Office 2000 Southwest 27th Avenue Suite 102 Miami Florida 33145 Tel (305) 529-0599 Fax (305) 529-1188 E -Mail distnct7@co miami-dade fl us Web Page www co Miami-dade fl us/distnct7 III Miami- Dade County School Board (District Six) Team Metro Office The Honorable Agustin Barrero 1450 N E Second Avenue Suite 202 Miami FL 33132 Tel (305) 995-1334 Fax (305) 995-1572 Suzanne Salichs Regional Coordinator Kendall office Kendall Town & Country 11820 Sherri Lane Miami Florida 33183 Tel (305) 270-4979 HTTP //itd metro co dade fl us ELECTED STATE OFFICIALS IV Governor The Honorable Jeb Bush Executive Office of the Governor The Capitol Tallahassee Florida 32399-0001 Tel (904) 488-4441 Fax (904) 487-0801 MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 205 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 32399-1100 Tel (850) 487-5121 Fax (850) 921-7546 VI Miami Office 301 41St Street 3rd Floor Miami Beach Florida 33140 Tel (305)535-5432 Fax (305)535-5435 Email margolis gwen web@flsenate gov House of Representatives (District 107) The Honorable Gustavo Barreiro (R) Tallahasse Office Room 300 House Office Building 402 South Monroe Street Tallahassee Florida 32399 Tel (850) 488-9930 E -Mail barreirogustavo@leg state fl us Miami Office 1454 S W 1st Street Suite 100 Miami FL 33135 Tel (305) 643 7324 ELECTED FEDERAL OFFICIALS VII United States Senate The Honorable Mel Martinez (R) Washington Address 524 Hart Senate Office Building Washington D C 20510 Tel (202) 224-3041 Fax (202) 224-2237 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@bilinelson 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 206 VILLAGE OF KEY BISCAYNE LOCAL ELECTED OFFICIALS IX United States House of Representatives (District 18) The Honorable Ileana Ros-Lehtinen (R) Washington Aide & Address Arturo A Estopinan Chief of Staff 2160 Rayburn House Office Building Washington D C 20515-0918 Tel (202) 225 3931 Fax (202) 225-5620 Miami Aide & Address Debra Musgrove District Director 9210 Sunset Drive Suite 100 Miami Florida 33173 Tel (305) 275-1800 Fax (305) 275 1801 MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 207 FINANCIAL TERMS The Village of Key Biscayne Annual Budget is structured to be understandable and meaningful to both the general public and the organization This glossary is provided to assist those unfamiliar with financial terms and a few terms specific to the Village's financial planning process A Account A term used to identify an individual asset liability expenditure control revenue control encumbrance control or fund balance Accountability The state of being obligated to explain actions to justify what was done Accountability requires the justification for the raising of public resources and the purposes for which they are used Accounting System The total structure of records and procedures which discover record classify summarize and report information on the financial position and results of operations of a government or any of its funds fund types balanced account groups or organizational components Accrual Basis of Accounting The method which records revenues when earned (whether or not cash is then received) and records expenditures when goods or services are received (whether or not cash is disbursed at that time) Activity Departmental efforts which contribute to the achievement of a specific set of program objectives the smallest unit of the program budget Actual Prior Year Actual amounts for the fiscal year preceding the current fiscal year which precedes the budget fiscal year Adopted Budget The financial plan adopted by the Village Council as an ordinance which forms a basis for appropriations Ad Valorem Tax Property taxes calculated as a percentage of the value of real or personal property The percentage is expressed in mills (thousandths of dollars) Allocation The distribution of appropriated funds to a particular Fund or Department level authorized to incur obligations Appraise To estimate the value particularly the value of property Appropriation The authorization by the governing body to make payments or incur obligations for specific purposes 208 FINANCIAL TERMS Appropr►ated 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 Account►ng 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 Po►nts 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 209 FINANCIAL TERMS 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 written by the Village Manager to the Village Council The message provides the Village Council and the public with a general summary of the most important aspects of the budget Budget Ordinance The schedule of revenues and expenditures for the upcoming fiscal year which is adopted by the Village Council each year Budget Process The process of translating planning and programming decisions into specific financial plans C Capacity A measure of an organization's ability to provide customers with the demanded service or products in the amount requested and in a timely manner Capital Expenditure A company's expenditure to acquire capital assets 210 FINANCIAL TERMS Cap►tal Improvement Program (CIP) A projection of capital (long-lived and significant) expenditures over the coming five years The method of financing is also indicated Cap►tal Improvement Fund An account used to segregate a portion of the government's equity to be used for future capital program expenditures Cap►tal Outlay The amount set aside in the operating budget each year for capital expenditures Cap►tal Project Major construction acquisition or renovation activities which add value to a government's physical assets or significantly increase their useful life Also called capital improvement Cap►tal 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 Cert►orar► 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) Consol►dated Budget The consolidated budget section contains a summary of all Village funds and all revenues and expenditures Cont►ngency 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 Serv►ces 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 211 FINANCIAL TERMS Cost Sharing The contribution that a grantee must make to help fund the total cost of a project County Wide Service Area Miami -Dade County is the regional government for all residents of the county As the area -wide government the county has the responsibility to provide certain services to all residents The countywide services include public health care (Jackson Memorial Hospital) sheriff jails courts mass transportation (Metrorail) environmental protection certain parks and public works activities elections tax collection property appraisal and social service programs The revenue to pay for countywide services comes from property and gas taxes licenses charges for services intergovernmental aid fines and forfeitures transfers and interest earnings Emergency Management Trauma Coordination and Air Rescue are part of the Miami -Dade Fire Rescue Department but are classified as county wide services and therefore are in the county wide budget not in the Fire Rescue District budget All of these services are provided for all residents (and visitors) in the county regardless of where they live Current Revenues Those revenues received within the present fiscal year Customer The recipient of a product or service provided by the Village D Debt Service The annual payment of principal and interest on the Village's outstanding bonded indebtedness Debt Service Fund Fund used to account for the accumulation of resources for and payment of general long term debt principal interest and related costs The payment of principal and interest on borrowed funds Delinquent Taxes Taxes remaining unpaid on or after the date on which a penalty for nonpayment is attached Department A major administrative division of the Village which indicates overall management responsibility for an operation or a group of related operations within a functional area A department usually has more than one program and may have more than one fund Depreciation Expiration in the service of life of capital assets attributable to wear and tear deterioration action of the physical elements inadequacy or absolence or the portion of the cost of a capital asset which is charged as an expense during a fiscal period 212 FINANCIAL TERMS Disbursement The expenditure of monies from an account Distinguished Budget Presentation Awards Program A voluntary awards program administered by the Government Finance Officers Association to encourage governments to prepare effective budget documents The Village has received this award since 1993 E Employee (or Fringe) Benefits Contributions made by a government to meet commitments or obligations for employee fringe benefits Included are the government's share of costs for Social Security and the deferred compensation medical legal disability and life insurance plans Encumbrance Commitments of funds for contracts and services to be performed When encumbrances are recorded available appropriations are correspondingly reduced These funds cease to be an encumbrance when paid and become a disbursement Enterprise Fund Funds established to account for operations which are financed and operated in a manner similar to private enterprises The intent is that the expense of providing services to the public on a continuing basis (including depreciation) be financed or recovered primarily through user fees Equity Balance remaining after liabilities are deducted from assets 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 F Federal Emergency Management Agency (FEMA) Federal agency responsible for the overall coordination of federal disaster response and recovery activities including public assistance programs Final Budget Term used to describe revenues and expenditures for the upcoming year beginning October 1st and ending September 30th as adopted by the 213 FINANCIAL TERMS Village Council Financial Policy A government's policies with respect to revenues spending and debt management as these relate to government services programs and capital investments Fiscal policy provides an agreed -upon set of principles for the planning and programming of government budgets and their funding The Village policy was adopted August 10 1993 Financial Terms A glossary of specialized financial terms Fiscal Year The 12 -month period to which the annual budget applies The Village's fiscal year begins October 1st and ends on September 30th Fixed Assets Assets of long-term character that are intended to continue to be held or used such as land buildings machinery furniture and other equipment Franchise A special privilege granted by a government permitting the continuing use of public property such as city streets and usually involving the elements of monopoly and regulation Franchise Fees Fees levied by the Village in return for granting a privilege which permits the continual use of public property such as city streets and usually involves the elements of monopoly and regulation Full Faith and Credit A pledge of government's taxing power to repay debt obligations Fund An independent fiscal and accounting entity with a self -balancing set of accounts Funds are established to attain certain objectives or to simply segregate activities Examples are the General Fund Refuse Collection and Recycling Fund the Stormwater Utility Fund and the Sanitary Sewer Fund Fund Balance The excess of entity's assets over liabilities for a fund A negative fund balance is sometimes called a deficit G GAAP Generally Accepted Accounting Principles Uniform minimum standards for financial accounting and recording encompassing the conventions rules and procedures that define accepted accounting principles The primary authoritative body on the application of GAAP to state and local governments is the Governmental Accounting Standards Board (GASB) 214 FINANCIAL TERMS General Fund The fund that is available for any legal authorized purpose and which is therefore used to account for all revenues and all activities except those required to be accounted for in another fund Note The General Fund is used to finance the ordinary operations of a governmental unit The entity receives revenue from specific sources and spends it on specific activities General Ledger A book file or other device which contains the accounts needed to reflect the financial position and the results of operations of an entity In double entry bookkeeping the debits and credits in the general ledger are equal therefore the debit balances equal the credit balances General Obligation Bonds Bonds for the payment of which the full faith and credit of the issuing government are pledged In issuing general obligation bonds the Village of Key Biscayne pledges to levy whatever property tax is needed to repay the bonds for any particular year General Obligation Bonds cannot be issued without voter approval and are usually issued with maturities of between 15 and 30 years GFOA Government Finance Officers Association An organization founded to support the advancement of governmental accounting auditing and financial reporting Goal A long-term attainable target for an organization An organization's vision of the future Goals and Obiectives 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) I Impact Fees Fees charged to developers to cover in whole or in part the anticipated cost of improvements borne by the Village that will be necessary as a result of the development Infrastructure The physical assets of a government (e g streets water sewer public buildings and parks) 215 FINANCIAL TERMS Inter -fund Transfer Equity funds transferred from one fund to another Intergovernmental Revenue Funds received from federal state and other local governmental sources in the form of shared revenues 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 L►ab►lit►es 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 L►ne 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 MIllage rate One mill equals $1 of tax for each $1 000 of property value The millage rate is the total number of mills of tax assessed against this value The millage rate is a rate of taxation ultimately adopted by the Village Council M►ll of Tax A mill is a rate of tax equal to $1 for each $1 000 of assessed property value If a house has a taxable value of $50 000 and the millage rate is 1 then $50 in taxes are assessed and if the millage rate is 10 then $500 in taxes are assessed Miss►on A description of the scope and purpose of a Village department Modif►ed 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 216 FINANCIAL TERMS 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 & subscriptions 600 - Capital outlay (land buildings improvements equipment construction -in -progress) 700 - Debt Service (Principal and Interest) 800 - Grants to Other Governmental Units and/or Private Organizations 900 - Interfund Transfers Contingency Obligations Amounts which a government may be legally required to meet out of its resources They include not only actual liabilities but also encumbrances not yet paid Operating Budget The Village's financial plan which outlines proposed expenditures for the coming fiscal year and estimates the revenues which will be used to finance them Operating Revenue Funds that the government receives as income to pay for ongoing operations It includes such items as taxes fees from specific services interest earning and grant revenues Operating revenues are used to pay for day to day services Ordinance A formal legislative enactment by the Village Council A law OSHA Occupation Safety & Health Administration P Personnel Services Expenditures for salaries wages and related employee benefits Policy A plan course of action or guiding principle designed to set parameters for decisions and actions Productivity A measure of the service output of Village programs compared to the per unit of resource input invested 217 FINANCIAL TERMS 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 period spans the fiscal year Property Tax Rate A tax based on the assessed value of the real property It is also called an ad valorem tax The tax is determined by multiplying the taxable value of the property by the millage rate If a house has a taxable value of $300 000 and the millage rate is 1 then $300 in taxes are assessed and if the millage rate is 10 then $3 000 in taxes are assessed Property Tax Calculations If the taxable value of a property after taking all exemptions is $300 000 and the millage rate used to determine taxes is 3 606 then assessed taxes would be $1 081 800 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 R Reserve An account used either to set aside budgeted revenues that are not required for expenditure in the current budget year or to earmark revenues for a specific future purpose Reserve Fund A fund established to accumulate money for a special purpose such as the purchase of new equipment Resolution A special or temporary order of a legislative body requiring less formality than an ordinance or statute Revenue Money that the Village of Key Biscayne receives from a variety of sources such as property taxes permits and fees utility and sales taxes charges for services grants franchise fees and license fees that it uses to finance expenditures Risk Management The identification and control of risk and liabilities incurred by a local government to conserve resources from accidental loss Rolled Back Millage Rate The millage necessary to raise the same amount of Ad Valorem tax revenue as the previous year excluding taxes from new construction It represents the millage rate level for no tax increase 218 FINANCIAL TERMS S Service An activity that produces an output that is not physical in nature and produces an output that when provided provides utility to the customer in the form of intangible benefits Service Charges The amount the Village receives for the provision of services and commodities or the performance of specific services benefiting the person charged Special Assessment A compulsory levy made against certain properties to defray part or all of the cost of a specific improvement or service deemed to primarily benefit those properties All tax-exempt property in the affected area will also have to pay the special assessment Surplus The use of the term "surplus" in governmental accounting is generally discouraged because it creates a potential for misleading inference Undesignated fund balance is used instead The concept of ❑net worth❑ in commercial accounting is comparable to [fund balance❑ in government accounting That portion of the fund balance which is not reserved for specific purposes or obligations is called the undesignated fund balance it is the true surplus T Tax Base Total assessed valuation of real property within the Village Tax Levy The total amount to be raised by general property taxes for purposes specified in the Tax Levy Ordinance Tax Rate The amount of tax levied for each $1 000 of assessed valuation Tax Roll The official list of the Dade County Tax Assessor showing the amount of taxes imposed against each taxable property Taxing Limit The maximum rate at which the Village may levy a tax which for Florida municipalities is 10 mills or $10 per thousand dollars of assessed value Transfers Amounts transferred from one fund to finance activities in another fund 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) 219 FINANCIAL TERMS 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 Undes►gnated 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 fees Utility Taxes Municipal charges levied by the Village on every purchase of a public service within its corporate limits Public service includes electricity gas fuel oil water and telecommunications service V Value Worth of a product or service related to the use to which it can be put reflection of the cost of a product or service measured in terms of labor time absorbed present worth of future benefits that accrue from a product or service Values The underlying beliefs and attitudes that help determine the behavior that individuals within an organization will display Vision An objective that lies outside the range of planning It describes an organization's most desirable future state and it declares what the organization needs to care about most in order to reach that future W Workload Indicators An indication of the output of a department It may consist of transactions products events services or persons served 220 Village of Key Biscayne, Florida { S' rJ G ICS North Mia_mn oral Gables� Biscayne Bay Port of Miami i� ne a Bal Harbour — Miami Beach 0 2 4 Miles { { { 1 Village Seal Description One of the oldest and most recognizable landmarks in South Florida, the lighthouse was first constructed in 1825 It has a colorful, well -documented history It stands in the Bill Baggs Cape Florida State Recreation Area Like all lighthouses, it is a symbol of familiar homecom- ing to sailors fishermen, and landlubbers alike It also represents man-made structures of lasting quality, strength and safety in an uncertain world The coconut palm threatened by disease in Florida in recent years has been a popular symbol of peaceful nature for many tropical areas around the world Key Biscayne was once a plantation for this versatile tree The two sea birds, against the backdrop of the moon stand for the animals with whom we share our environment The sun, sustainer of life which figures prominently in many municipal emblems around the state, usually depicted at high noon, has just disappeared below the horizon, creating one of those sunsets that occur every once in a while This kind of mood and feeling evoke a universal human reaction — a powerful visual reminder of the potential beauty and transi- tory nature of all things The moon is shown on our seal not just to be different from other communities not only for its magical qualities but also because we have been told that one of the earliest local Indian dialects contained a word -picture phrase, "Bischiyano " meaning simply — "Favorite Path of the Rising Moon " Adoption of the Village Seal took place on June 8, 1993 and adoption of the description of the Village Seal took place on August 10, 1993