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2004 Adopted Budget.tif
VILLAGE OF KEY BISCAYNE ADOPTED FISCAL YEAR 2004 BUDGET ANNUAL OPERATING AND CAPITAL BUDGET December 5 2003 TABLE OF CONTENTS Fiscal Year 2004 I INTRODUCTION Village Government Independent Consultants Mission Statements Organizational Chart Authorized Full Time Positions About the Key Annual Budget Procedures Fund Structure 2004 Budget Schedule BUDGET MESSAGE Budget Message Exhibit One Exhibit Two Exhibit Three GOALS AND OBJECTIVES Council Goals & Objectives 1 3 4 5 6 7 10 11 13 14 19 22 25 28 FINANCIAL POLICY Financial Policy 32 Taxation Ordinance 36 CONSOLIDATED BUDGET Consolidated Budget Summary 38 Fund Types 40 GENERAL FUND General Fund 44 2004 Estimated Property Taxes 45 Property Tax Comparison 46 Certification of Taxable Value 47 REVENUES General Fund Revenues 48 Revenue Budget Detail 51 Revenue Projection Rationale 53 EXPENDITURES Expenditures 65 General Fund Budget Comparison 66 VILLAGE DEPARTMENTS Village Council 68 Administration 73 Office of Village Clerk 83 Office of Village Attorney 89 11 TABLE OF CONTENTS Fiscal Year 2004 VILLAGE DEPARTMENTS Debt Service 93 Building Zoning & Planning 97 Fire Rescue 1 1 l Police 121 Public Works 135 Recreation 145 CAPITAL IMPROVEMENT FUND Capital Improvement Fund Village Civic Center STORMWATER UTILITY FUND Stormwater Utility Fund Stormwater Fund Exhibits SOLID WASTE FUND Solid Waste Fund SANITARY SEWER FUND Sanitary Sewer Fund Sanitary Sewer System 154 158 168 173 175 178 196 APPENDIX Important Dates for the Village 197 Hurricane Preparedness & Recovery 199 Accomplishments & Awards 201 Elected Officials 202 GLOSSARY Glossary MAP Map of Dade County Map of Key Biscayne 205 Back Cover Back Cover 111 VILLAGE OF KEY BISCAYNE FLORIDA FISCAL YEAR 2004 Village Council Robert Oldakowski Mayor (Term Expires 11/19/2004) Dr Jorge Mendia Vice Mayor (Term Expires 11/19/2004) Carol Diaz -Castro (Term Expires 11/19/2004) Mortimer Fried (Term Expires 11/14/2004) Martha Fdez-Leon Broucek(Term Expires 11/14/2004) James L Peters (Term Expires 11/14/2004) Robert Vernon (Term Expires 11/19/2004) Administrative Officials Jacqueline R Menendez Village Manager Conchifa H Alvarez CMC Village Clerk Weiss Serota Hellman Pastonza & Guedes P A Village Attorney MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT VILLAGE OF KEY BISCAYNE FLORIDA FISCAL YEAR 2004 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 Steven B Capone Deputy Police Chief of Operations Cathy McElhaney Deputy Police Chief of Admini-ration Public Safety 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 Jennifer Leal (Term Expires on 10/9/2004) Dennis M O Nara (Term Expires on10/9/2004) Rosemary Sala (Term Expires on 10/9/2004) Government Relations Gomez Barker Associates Fire/Police Retirement Board of Trustees (Two Year Terms) Barclay E Cale Chair (September 9 2004) Michael Haring Secretary (September 9 2004) Nicholas Ismailoff (September 9 2004) Servando Parapar(October28 2004) Sandra L Winters (September 9 2004) MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 2 INDEPENDENT CONSULTANTS FISCAL YEAR 2004 Independent Auditor Rachlin Cohen & Holtz LLP Certified Public Accountants & Consultants One Southeast 3rd Avenue Tenth Floor Miami Florida 33131 Bond Counsel Jeffrey D DeCarlo Esquire Adorno & Zeder P A 2601 South Bayshore Drive Suite 1600 Miami Florida 33133 Financial Advisor First Southwest Company 15280 N W 79th Court #107 Miami Lakes FL 33016 Village Landscape Architects William A 0 Leary FASLA President 0 Leary Design Associates P A 8525 Southwest 92nd Street C11 Miami Florida 33156 Traffic Engineers Glatting Jackson Kercher Anglin Lopez & Rinehart 33 East Pine Street Orlando Florida 32801 Tipton Associates Incorporated 760 Maguire Boulevard Orlando Florida 32803 General Architectural OBM Miami Inc 2600 Douglas Road Suite 510 Coral Gables Florida 33134 Portuondo Perrotti Architects 4102 Laguna Street Coral Gables Florida 33146 Robed Currie Partnership 134 N E 1st Avenue Delray Beach Flonda 33444 Robed Stewart M A 121 Jolly Roger Drive Key Largo Flonda 33037 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 Salmon P A 901 Ponce de Leon Boulevard Suite 900 Coral Gables Flonda 33134 Craig A Smith & Associates 1000 West McNab Road Pompano Beach Florida 33069 EAS Engineering Inc 55 Almeria Avenue Coral Gables Florida 33134 Edward E Clark Engineers -Scientists Inc 7270 N W 12th Street Suite 740 Miami Florida 33126 Post Buckley Schuh & Jernigan Inc 2001 N W 107th Avenue Miami Florida 33172 Rodriguez & Quiroga Architects Chartered 4440 Ponce de Leon Boulevard Coral Gables Florida 33146 Williams Hatfield & Stoner Inc 4601 Ponce de Leon Boulevard Suite 220 Coral Gables Florida 33146 3 VILLAGE OF KEY BISCAYNE FLORIDA VILLAGE MISSION STATEMENT "TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT " Community Character Key Biscayne should be a residential community Development policies should protect residential character Future residential development should be at the lowest densities consistent with protection of reasonable property rights Hotels should be permitted in order to provide ocean access opportunities and respect an established land use pattern however they should be modest in size as not to overpower the community's residential character Other commercial development should be sized to meet the needs of residents and hotel guests Office development should be limited to the minimum amount practical in light of existing development patterns 4 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 4 w 4441 A Special Master bepartmentof 1uilding, Zoning and Planning VOTERS OF KEY BISCAYNE d Village Council Department s Recrea ion 4 In • t_ Local Planning Agency Wage Attarne Assis ant. Village Manager Special EvI Spotts;and Athletics Programs and Tours Senior . `. . Sarvlce5,' Department Auilic Works k Contract *'Su ervisar =' St rmwater. `Mana ement Refuse e Collectionz- anal Recycling aintenance:: 4' k ri [t Police/Fire ,,. Retirement Board Deparimeiit:of Finance and. Aaminlstrative Services.. `. M a) Personnel/::.. Benefits 5 AUTHORIZED POSITIONS FISCAL YEARS 1997 2004 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 1997 through 2004 The number of full and part time emp oyees for Fiscal Year 2003 has increased to 104 5 SUMMARY Office of the Village Manager Finance and Administrative Services Office of the Village Clerk Building Zoning and Planning Police Department 37 37 38 5 40 40 40 40 41 5 3 4 4 3 2 2 2 25 15 15 15 15 45 15 15 155 4 1 15 155 25 1 2 125 25 2 2 125 Public Works Department 2 2 2 3 3 3 5 5 Fire Rescue Department 33 33 33 33 33 33 34 35 Recreation Department 3 3 3 25 3 3 4 4 Total Authorized Positions 89 5 90 5 95 101 102 101 101 1045 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 GI Form of Government Council Manager Governing Body Villaae 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 ,i Area 1 25 Square Miles Location Latitude 25 42 North Longitude 80 16 West Elevation 5 ff above sea level Miles of Streets 22 4 miles Number of Stations (Class 3) 1 Fire Hydrants 169 Emergency Response Time Less than 3 minutes Number of Rescue Trucks Ambulances) 2 Pali dssPi' _ � � �I, Number of Stations .,,,r : er w & , Average Age Average Household Income Area Historic Sites (5) 1 1-±' 40 1 years $92 604 Florida Lighthouse Archeological Marker Calusa Park, Zones and 1855 U Bear S Cut Key Biscayne Coast Guard Monument 7 ABOUT KEY BISCAYNE Attendance Centers 1 Number of Students 1 035 Number of Teachers 75 Electricity Florida Power & Light Telephone BellSouth Telephone Company Miami Dade Water 8c Sewer Department 1 725 Average Daily Consumption Sewers 2 500 000 807 Participants Customers fS Single Family Home Rate Multi Family Unit Rate Commercial Rate Number of Parks, Four (15 5 acres) Single Family Homes 1 313 @ 5220 per annum $7 50 per month 85 00 per month Varies according to Impervious area Village Green 9 5 acres(Best Park in County) Oceanfront Park Master Plan 2 5 acres per 1 000 population (25 acres) 2 0 acres lake Park 1 acre Calusa Park 3 76 acres Number of Libraries Miami Dade Branch 1 299 Crandon Boulevard Churches 4 Units 5 665 Single Family Homes Multi Family Units Shopping Centers Newspaper (Weekly) 1 280 4 686 232 682 square feet (7 Centers) Islander News and La Isla Adelphia Cable Communications 5 606 customers Local Cable Channel Channel 16 World Wide Web Site http //keybiscayne fl qov 8 ABOUT KEY BISCAYNE VILLAGE OF KEY BISCAYNE DEMOGRAPHIC PROFILE Hispanic or Latino and Race Hispanic or Latino (of any race) 5 231 Mexican 193 Puerto Rican 116 Cuban 1 632 Other Hispanic or Latino 3 290 Not Hispanic or Latino 5 276 White Alone 5 058 Households By Type Total Households 4 259 Family Households (Families) 1 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 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 I Average Household Size 2 47 Average Family Size 2 99 Housing Occupancy Total Housing Units ` 6 378 Occupied Housing Units * 4 259 Vacant Housing Units 2 119 For Seasonal Recreational or Occasional Use 1 283 Average Per Capita income' 37 629 I Unemployment Rates" (2000) 1 Miami Dade County f 5 6% Village of Key Biscayne 2 6°/ Source Bureau of Census 2000 Census Source Bureau of Census Income Division 2000 Census Info Not Available At This Time Source State Department of Labor ANNUAL BUDGET PROCEDURES FISCAL YEAR 2004 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 deparlrrient may be authorized by the Village Manager Reasonable appropriations may be made for contingencies but not within defined spending categories (Section 4 05c) The annual budget is adopted by ordinance and may only be amended by ordinance Contingency funds may only be transferred by the budget amendment process (Section 4 07 a b) The General or Operating Fund Budget of the Village of Key Biscayne is prepared on a modified accrual basis Briefly this means that obligations of the Village such as outstanding purchase orders are considered as encumbrances and are budgeted as expenses Revenues are recognized only when they are actually received The Village follows guidelines established by the Florida Department of Banking and Finance the Government Finance Officers Association in association with the American Institute of Certified Public Accountants the Charter of the Village of Key Biscayne and the Auditor General of the State of Florida The Comprehensive Annual Financial Report (CAFR) shows the status of the Villages finances on the basis of Generally Accepted Accounting Principles (GAAP) in most cases this conforms to the method by which the Village prepares its budget The Comprehensive Annual Financial Report shows fund expenditures and revenues on both a (GAAP) basis and budget basis for comparison purposes Except that (GAAP) does not take encumbrances into account until they become payable ENTERPRISE FUNDS Solid Waste Fund Stormwater Utility Fund and Sanitary Sewer Fund are budgeted on a full accrual basis Not only are expenditures recognized when a commitment is made but revenues are also recognized when they are obligated to the Village 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 2004 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 I I VILLAGE OF KEY BISCAYNE FLOW OF FUNDS STRUCTURE Sources of Funds Ad valorem Taxes Franchise Fees Utility Fees Licenses & Permits State Shared Revenues Charges for Services Interest Grants & Donations Prior Year Fund Balance Uses of Funds General Government Operations Fees & Charges Interest Prior Year Fund Balance Loan Proceeds ENTERPRISE FUNDS I Stormwater Utility Fund ----► Solid Waste Fund ► Sanitary Sewer Fund Environmental Facilities 12 Interfond Transfers Interest Prior Year Fund Balance CAPITAL PROJECT FUNDS Capital Improvement Fund 0 -Civic Center Fund Capital Facilities and Improvements Permanent Community Facilities BUDGET CALENDAR FISCAL YEAR 2004 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 2003 23 in July for use on the Notice of Proposed Taxes to be mailed to all property owners on August 22 2003 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 calendarfor the 2004 budget ACTION 1 Staff meeting to begin preparation of 2004 Annual Budget 2 Departmental Review 3 Certification of Taxable Values by Miami Dade County Property Appraiser is finalized 4 Resolution 2003-23 a adopts proposed millage rate for 2004 and selects public hearing dates 5 Proposed FY 2004 Budget presented by Village Manager to Village Council 6 Notice of proposed tax bill and Public Hearing dates 7 First Public Hearing and tentative mill rate adopted Resolution 2003-31 8 Final Budget Hearing and adoption of the 2004 Budget Ordinance 2003 9 10 Start of new Fiscal Year 13 DATE January 27 2003 February through June 2003 July 1 2003 July 23 2003 July 15 2003 August 22 2003 September 9 2003 September 23 2003 October 1 2003 I BUDGET IN BRIEF Fiscal Year 2004 DEPARTMENTAL HIGHLIGHTS Village Council Administration Village Clerk Village Attorney Non Departmental Building Zoning & Planning Police Fire Rescue Public Works Recreation Capital Outlay Id ti»�� d�' i ts tl s¢nt�° N # bitfeighi d C OP 1B J 9 r P t8t m *P $321 306 $319 397 Sc] 909> 0 6% 964 751 1 039 501 74 750 7 2% 305 643 345 764 40 121 11 6% 333 000 333 000 0 0 0% 0 0 0 00% 1 250 330 1 300 062 49 732 3 8% 3 645134 3 699 135 54 001 1 5% 4 051 685 4 298 984 247 299 5 64' 913 301 1 053 694 140 393 13 3% 732604 1 086 961 354 357 32 6% 0 0 0 00% Building Zoning & Planning FY04 Revenue and Expenditure Projections The FY043 budget includes the reduction of one position that will be shared with the Manager s Office The Grand Bay project was completed in the spring of 2002 and the Ocean Club in the fall 2002 New owners in the Grand Bay Residences and Ocean Club are expected to continue the practice of renovating their units however the number of total building permits and inspections is projected to decline $275 000 Set aside for the Department Prior to FY00 the Village set aside $275 000 for purposes of providing a source of funding to offset costs associated with inspections in a fiscal year when the revenue was collected in a previous fiscal year It was expected these funds would be used in FY03 primarily for the Ocean Club and Grand Bay The Grand Bay project was completed in the spring of 2002 The Ocean Club will be completed in the fall of 2002 As such the Department projects that $68 750 of the $275 000 should be set aside for this purpose The balance of $206 250 can be used by the Village for other purposes Building Fees Building fees have not been increased since January 2000 even though there have been step and cost of living increases for staff The 16 BUDGET IN BRIEF Fiscal Year 2004 projected revenue anticipates that the Council will increase building permit fees for new construction and substantial renovation work There is no increase in the base permit fee ($100 00) for electrical plumbing or mechanical or the $50 00 fee for minor work Police Department Fiscal Year 2004 will bring a change to the Police Department After the retirement of the Police Chief the Village Manager introduced the idea of a Public Safety Department The Public Safety Director position was created to oversee both Police and Fire Departments At this time the department is not requesting additions to the Table of Organization The Department will continue to operate as a community oriented police agency with the philosophy that the community and police should be interrelated and work together to resolve problems that negatively affect the community Children represent approximately 26% of our community Their protection and safety are a major concern and we are always looking for new programs and innovative ways to provide protection At the other end of the scale senior citizens living in the Village represent 27% of the Island s population The department has planned a program to educate the seniors about bank fraud telemarketing fraud and other fraudulent activities The department plans to continue the Citizen s Police Academy which gives citizens the opportunity to learn more about the department the laws that govern and proven crime prevention techniques Fire Rescue Department During the fiscal year the Fire Rescue Department is requesting an additional position to its Table of Organization This position will be a staff position (forty (40) hour work week) with responsibilities to include fire prevention and inspections as well as fire safety and public education The department is requesting that Capital items Fire Apparatus Replacement and Fire Equipment Replacement be funded with appropriate and ongoing annual monies to be used as Council approves replacement of fire trucks and equipment Public Works Department Fiscal year 2004 brings new challenges to the Public Works Department with completion of the Village Hall and Fire Station and the implementation Crandon Boulevard Master Plan An enhanced web site will be added to the department in order to increase the quality of service for all residents The Public Works Department will continue to strive to meet the needs and requests of residents concerning landscaping Village public right of way storm water maintenance refuse collection sidewalks beach maintenance and street cleaning The Public Works Department will continue its role as liaison to FPL Miami Dade Water and Sewer Department Miami -Dade County Public Works Deparli►ient Adelphia Cable and Bell South The DeparlrTient will also be bringing new 17 i BUDGET IN BRIEF Fiscal Year 2004 innovative plans such as an adopt a dune program for the condominium residents and organizations that will maintain the newly planted beach dunes Recreation Department The Recreation Department provides prompt efficient and courteous service to our customers by providing quality recreational programs and well maintained facilities The department provides a wide variety of services classes special events and activities to the residents of Key Biscayne In Fiscal Year 2004 the department proposes to expand services and programs The Coordinator of Senior Services will expand services available to senior residents including transportation program Youth programs such as the new golf program will be implemented to meet the expanding needs of the Village s youth The department will continue to successfully identify alternative sources of funding such as grants sponsorships and donations This will be accomplished while maintaining a small and efficient department The department will begin to hire personnel for the Community Center scheduled to open in October of 2004 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 will distribute a newsletter to all Village residents which will provide useful information on what is happening in the Village The Village will randomly survey Village residents to get their opinions on the Village and direction for the future In the area of compensation and benefits of Village employees the Village will go out for a Request for Proposal for Salary Compensation and Job Description Survey In today s job market it is necessary to remain competitive with other municipalities in order to retain and hire quality employees Also the Village currently does not have a designated pension plan for its employees This actually works against us when recruiting qualified candidates that are looking for a long term commitment The Manager respectfully requests support from the Council to find a compensation and benefits package that is tailor-made to suit the needs of our unique workforce 18 2004 BUDGET MESSAGE 2003 HIGHLIGHTS FISCAL"YEAR 2003 HIGHLIGHTSVO,Sa The following is a breakdown of activities and/or projects this government has undertaken during the 2003 Fiscal Year It continued projects and contracts for municipal services begun in previous years and initiated new community improvements and programs A considerable amount of time money and effort was expended planning the Civic Center and the Sanitary Sewer construction project Construction of the Civic Center began April 30 2001 1 Total 2003 Consolidated Budget The adopted 2003 Annual Budget for all funds was $26 992 168 and is broken down into the following funds General Fund is $16 421 010 Solid Waste Fund is $292 000 Stormwater Improvement Fund is $,528 049 and the Sanitary Sewer Improvement Fund is $2 424 000 and the Civic Center Fund $9 641 501 The 3 606 mill rate has remained the same since 1997 2 Third Annual Town Meeting and Public Information Program The annual Town Meeting State of the Village Address and Volunteer Appreciation Reception was held on May 8 2003 3 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 Miami Dade County in the update of the website In June of 2003 the Village held a virtual cafe to launch the new website 4 National Flood Insurance Community Rating System The Village of Key Biscayne has now been officially notified by the Federal Emergency Management Agency (FEMA) that it has been venfied 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 The Village was honored at the National Flood Insurance Conference in San Francisco as a model community for flood mitigation 19 2004 BUDGET MESSAGE 2003 HIGHLIGHTS 5 Traffic Calming Traffic Calming is simple street modifications that cause motonstto drive with care and reduce speeding The following traffic calming projects have constructed 27 devices since the program was initiated by the Village Council in 1997 1 West Mashta Drive 1997 4 Traffic Circles 2 Median Diverters 2 Fernwood Road 1997 2 Speed Tables and 1 Choke Tee Intersection 3 West Mashta/Harbor Drive 1998 Traffic Circle Bus re routed off West Wood 4 Harbor Drive 1998 3 Traffic Circles and 2 Median Diverters 5 East Enid Drive 1999 2 Speed Tables 1 Raised Intersection 6 East Heather Drive 1999 2 Speed Tables 7 Island Drive 1999 3 Speed Tables 1 Choker 8 West Heather Drive 2000 2 Raised Intersections 1 Circle and 1 Radius Adjustment 9 West Wood Drive 2004 1 Median Diverter 1 Choker Tee Intersection 1 Circle The above traffic calming projects including the design supervision and construction cost over $1 25 million The results have been as predicted Traffic Calming has reduced neighborhood speeding and the devices add to the street ulliactiveness and create aesthetically pleasing focal points for the community 6 Playing Fields By a unanimous vote on January 9 2001 the Village Council included playing fields as part of the State 2001 Legislative Program Resolution 2001 13 passed February 6 2001 adopted the 2001 Goals and Objectives which included playing fields Since 1992 Playing Fields have been included each year in the Village s Annual Legislative Goals and Objectives Resolution 2001 24 unanimously adopted March 6 2001 directed the Village Manager to take any and all necessary action with the appropriate state and county officials to establish active playing fields including baseball fields to meet the needs of the Village and the County at Bill Baggs State Recreation Area and Crandon Park 20 2004 BUDGET MESSAGE 2003 HIGHLIGHTS At the June 12 2001 Village Council meeting Dr Steve Simon reported the overall current and projected needs of KBAC are approximately six (6) regulation soccer fields and five (5) baseball diamonds which translate into 40 to 50 acres At the same meeting the Council unanimously adopted a motion directing the Manager to explore options to provide a temporary and immediate solution to the playing field shortage that may result in Key Biscayne youth being unable to register for KBAC programs in the fall Resolution 2001 56 unanimously adopted on August 28 2001 authorized the Village manager to execute the Lease agreement with Tesaurus Inc for a multi -purpose field that can accommodate three (3) soccer fields or several T Ball fields or open field or fields or accumulation of recreational activities and parking The Village is currently on a month to month agreement until Tesuarus Inc begins construction of their building 7 Beach Renourishment After several months of delay the construction of the beach renourishment project began in March of 2002 and was completed in May of 2002 A total of approximately 100 000 cubic yards of beach quality sand was placed on the beach from the Commodore Club southern boundary to the Towers northern boundary Funding was secured by the State of Florida and Miami Dade County The beach continues to be monitored on a yearly basis 8 Keep Seniors on Key Biscayne The Village continued to work with the Keep Seniors on Key Biscayne Committee to provide a single community resource that would be a repository of information and available resources to the islands senior community such as meal delivery and housecleaning The goal of this program is to keep seniors in their homes and out of nursing homes At their July 16th Goals and Objectives meeting the Village Council reaffirmed its cooperation with the KSOKB committee as a top priority in their 2002 Goals and Objectives The Village Council made a motion at their June 11th meeting to add $12 000 to the recreation budget for a startup transportation program for seniors 9 Community Center Referendum A village wide referendum was held on May 20 2003 on the Key Biscayne Community Center The results favored the Community Center construction by a 2 to 1 vote 21 2004 BUDGET MESSAGE EXHIBIT THREE 2004 FORECAST The following is a breakdown of upcoming activities or projects the Village Government will undertake during Fiscal Year 2004 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 2003 Budget The adopted 2004 Annual Budget for all funds was $and is broken down into the following funds General Fund is $17 633 800 Solid Waste Fund is $285 000 Stormwater Improvement Fund is $525 000 Capital Improvement Fund is $0 The 3 606 mill rate has remained the same since 1997 2 Community Center construction planning The Village Council at their November 12 2002 meeting authorized the issuance of Capital Improvement Revenue Bonds in the amount of $9 987 551 for the purpose of financing a portion of the costs of construction and equipping a community center including a parking garage and swimming pool Construction is anticipated to begin fall 2003 3 Community Information Strategy In order to improve communication between the residents and Village government the Village Council authorized the Village Manager to enter in an inter local agreement with Miami Dade County for consulting and web design services This will allow the Village to utilize the County s expertise in the design and operation of an effective website to create the Village s new site Some of the features will include requests for services on line registration for recreational activities and direct links to other entities such as BFI and FPL, that serve this area In addition residents will be able to access all information and services included in the Miami Dade website 4 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 and the potential use of the Miami Rowing Club 22 2004 BUDGET MESSAGE EXHIBIT THREE 5 Key Biscayne Library Funds in the amount of $42 000 are included in the 2004 budget to continue to provide for 25 additional hours of operation including Sundays from October through May for the Key Biscayne Branch of the Miami -Dade Library District 6 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 May 4 1999 Project Financing Plan approved by the Florida Department of Environmental Protection that forms the basis for the State Revolving Fund Loan Agreement contemplates a loan of $7 941 990 to be repaid over a 20 year period and a debt service obligation of the Village calculated under said Loan Agreement of $254 937 in semi annual payments of $127 468 50 beginning February 15 2003 The interest rate is 2 56% A group of residents took legal action against the proposed special assessments which were to be used for the Loan repayment As a result of the legal action taken by the residents project construction did not materialize as expected therefore the agreement between the State and the Village was annulled There is an unpaid balance of $437 548 31 of monies disbursed by the State Such payments shall be received by the State in the amount of $14 067 07 semiannually The Village received $1 000 000 from the federal government in December 2003 in the Federal Omnibus Bill 7 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 23 2004 BUDGET MESSAGE EXHIBIT THREE community This private public partnership was initially approved in 1995 8 Crandon Boulevard Master Plan Miami Dade County has funded a $50 000 engineering study to prepare a Streetscape Master Plan for Crandon Boulevard from the entrance to the Village to Bill Baggs Cape Florida State Park The study will commence in the fall and be completed in late spring The Master Plan will present recommendations that address street trees lighting wider sidewalks street lights crosswalks bike lanes signalization and other improvements that will provide for a safer pedestrian environment Resolution 2001 46 authorized the Village Manager to negotiate with the firm of Corzo Castella Thompson Salmon A 17 person advisory committee was created in December 2002 to assist in the preparation of the Crandon Boulevard Streetscape Master Plan The advisory committee is scheduled to bring their recommendations to the Village Council at their March Council Meeting 9 Bus Shelter The Village Manager was authorized to prepare a bid for the construction of a bus shelter at the intersection of Crandon Boulevard and Harbor Drive at the October 23 2002 Council Meeting 10 Key Biscayne Community Elemiddle School At the June 6 2000 Council Meeting Mr Victor Alonso R A Supervisor Region IV Miami Dade County School Board addressed the Village Council regarding the playing fields at the Community School The School Board will take up consideration of a funding proposal to build a $10 million (new classroom building) at the school in order to make it equivalent to any K 8 facility The project was funded by the Board at their July Meeting The middle learning center would house the school s sixth seventh and eighth grades and be located south of the school s two story wing The three story 52 000 square foot addition could break ground as early as next summer The building will have room for up to 700 students with 20 general classrooms and five specialized labs including science labs It will also include physical education facilities additional dining and kitchen space and administrative offices and a ground level parking garage for 100 cars 24 2004 BUDGET MESSAGE EXHIBIT THREE GENERAL FUND BORROWING This chart projects the available borrowing capacity for the next five years The current outstanding debt is $32 522,319 million which includes the Village Green ($1 11 M) the Civic Center ($29 6 M) Sanitary Sewer (S 43M) and (gtgo ($1 35 M) The Village will be in compliance with the 18' of assessed value borrowing limit for all years. Available borrowing as of October 1 2002 will be $3 3 million The 158' of annual budget expenditure provision is exceeded for all years except 2005 through 2007 Assessed Value $3 FY 2003 259 919 981 $3 503 FY 2004 893 T60 FY 2005 $3 609 009 955 -$17 252 $13 304 057 497 FY 2006 254 699 907 448 FY 2007 $3 729 280 $17 $14167 $3 841 158 662 Revenues Expenditures $16 401 $12 517 073 754 $17 $13 029 043 554 625 $17 854 $14 767 683 680 Available for Debt Service and Capital Outlay $3 883 319 $3 985 929 $3 947 560 $3 532 459 $3 087 002 Capital Outlay $938 322 $0 S0 S0 $0 Available for Debt Service $2 944 997 $3 985 929 $3 947 560 $3 532 459 $3 087 002 T6talrnoirowfng C-61066 y - (6% for 20 years) ' — $33 778 883 58 $45 718 296 06 W T' $45 278 197 20 $40 - 517 027 42 $35 407 671 80 DEBT LIMITS A It of Assessed Value Assessed Value Limit Current Debt Outstanding Anticipated Debt Additional Debt Capacity B 15% of Gen Fund ExD Gen Fund Expenditures Limit $3 259 919 981 $32 599 200 $32 092,551 $32 522,319 $76 881 $16 401 073 $2 460161 $3 503 893 160 $35 038 932 $3 609 009 955 $36 090 100 $30 511 895 529,350 609 $30 924 422 $29 745 450 $4 114 510 $6 344 650 $17 029 554 $2 554,433 Current Debt Service $2 926 430 $2 725 896 Anticipated Debt Service $2 944 997 Status OVER OVER UNDER $3 729 280 254 S37 292 803 $3 841 158 662 $38 411 587 $28 025 086 $26 754 807 $28 401 786 $27 112898 $8 891 017 $11 298 689 $17 252 057 $17 699 907 $2 587 809 $2 654 986 $1 958 707 $2 228 133 S2 758 665 $1 991 615 $2,261 184 UNDER $17 854 683 $2678 202 $2222 001 $2 255 200 UNDER 25 2004 BUDGET MESSAGE EXHIBIT THREE TOTAL ASSESSED PROPERTY VALUES Fiscal Year Assessed Value Difference Increase 1989 $1 040 997 329 1990 $1 262 010 110 $221 012 781 21 23% 1991 $1 424 569 428 $162 559 318 12 88% 1992 $1 574 025 124 $149 455 696 10 49/ 1993 $1 617 141 088 $43 115 964 2 749' 1994 $1 560 057 130 ($57 083 958) 3 539' 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 S93 786 126 5 319' 1998 $2 003 049 232 $141 806 100 7 62% 1999 $2 028 174 208 $25 124 976 1 259' 2000 $2 223 956 515 $195 782,307 9 659' 2001 $2 499 049 161 $275 092 646 12 37% 2002 $2 731 833 645 $232 784 484 9 319' 2003 $3 259 919 981 $528 086 336 19 33% PROJECTION Fiscal Year Assessed Value Difference Increase 2004 $3 503 893 160 $243 973 179 28 26% 2005 $3 609 009 955 $105 116 795 3 00% 2006 $3 729 280 254 $120 270 299 3 339' 2007 $3 841 158 662 $111 878 408 3 009' 1 $5 000 000 000 $4 000 000 000 $3 000 000 000 $2 000 000 000 $1 000 000 000 $0 Assessed Value 1989 1990 1991 1992 1993 1994 1995 1996 1997 1998 1999 2000 2001 2004 2005 2006 2007 ■ Assessed Value 26 2004 BUDGET MESSAGE EXHIBIT THREE Village of Key Biscayne Projected Taxable Values for Fiscal Years 2002 2007 F cal Year Fscal Year Fscal Year Fseal Y Fscal Yea Fscal Yea 2002 2003 2004 2005 2006 2007 Addto al Additional Add Pond Addho al Addtonol Add tonal P P rty P openly Pop rty P operty P operty P operty o theT R II o the Tax Roll on the Tax Roll o theta Roll the to Roll on the To Roll Ocean Club Lake Vila e(36Unts) S18656,220 Lake Vila Three (50 Units) Resort Vila One (46 Units) Lake Tower (75 Units) $47 963 735 CI b Tow One (94 Units) Club Tower Two (101 Un is) Club Tower Three (94 Un ts) Ocean Tower e(1T1 U ts) $116 099 520 Oc a Tows Two(111 U its) $119257040 14.19451.10.0.. S bTotal 50 $119 257 040 $182719475 Condor Village Grand Bay Resort Hotel Co do1(143Unts) Condo 2 (90 Un is) S ngle Fam ly (49 Units) Sub Total $67 500 000 $72 526 140 $34 297 200 $0 $0 $0 $15 000 000 $106823340 $67 500 000 $0 $0 0 $0 Total $106 823 340 $186 757 040 $182 719 475 $0 $15 000 000 $0 Lost Year's Ta able Val e $2 499 049 161 $2 731 833 645 $3 259 919 981 $3 503 893 160 $3 609 009 955 $3 729 280 254 Prot cted C t Yea Ta able Value of East g P openy Stock (3% Increase e La tYea) $2 574 020 636 $2 813 788 654 $3 357 717 580 $3 609 009 955 $3 717 280 254 $3 841 758 662 Ta able Val eof New p rty(80% of Real Assessed Vol e of Addho al Sto k) $85 458 672 $149 405 632 $146 175 580 $0 $12000000 $0 Cerhfied Ta able Value $2 731 833 645 $3 259 919 981 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 Certifi d Ove (U de ) Certified Ta able Value $72354 337 $0 N/A N/A N/A N/A Ad Valorem Tax $9110,578 $11167508 $12 003 287 $12 363 385 $12 775 395 $13158657 The following chart depicts the projected taxable values and estimated timeline for taxable property to show up on the tax roll for the Village of Key Biscayne for Fiscal Years 2002 - 2007 27 GOALS AND OBECTIVES Fiscal Year 2004 2003 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 The Village Council held its annual Goals and Objective session After extensive discussion and by consensus the Council recommended the following goals and objectives Goals are divided into the following priorities Top and High Priorities and tong Term Objectives I Top Priority (0 12 Months) A Beautifying and Maintaining All Areas Under -Village Control • Continue high level of beautification and maintenance of areas under Village control B Civic Center • Community Center • Lobbying efforts to secure outside funds for these projects C Community Information Strategy and Action Plan • Continue improving the use of Channel 16 • Adding two PEG channels for the Village • Village Computer System Improvement Program • Emphasis on improving web site • Consideration of quarterly newsletter or other means of communication • Press/Media Relations D Senior Program • Transportation Service • Long Term Policies 28 GOALS AND OBECTIVES Fiscal Year 2004 E Crandon Boulevard Beautification and Improvements • Develop Plan • Street Tree Planting • Sidewalks • Re examine Curbing • Bus Shelters • Sidewalks to State Park • Crosswalks (including Button Operated Lights) • Signalization • Lights and Landscaping • Develop Crandon Boulevard Master Plan • Study Seaview/Crandon Boulevard intersection crosswalk F New Manager • Review Performance • Bi Annual Performance/Review of Departments G Park Security • Monitor and Make Recommendations H Pedestrian Comprehensive Strategy • Re examine sidewalk plan for West Mashta • Grapetree Street traffic calming • Pedestrian/bicycle safety on roads 1 Playing Fields • Continue efforts to maintain existing fields on Crandon Park • Review development of Calusa Park • Pursue inter local agreement with School Board to develop fields at MAST Academy • Development of playing field at 530 Crandon Boulevard • Lighting Study Village Green • Continue to develop potential fields on Virginia Key • Continue to review potential use of Miami Rowing Club J Residential Street Signs • Investigate Replacing Village Street Signs 29 GOALS AND OBECTIYES Fiscal Year 2004 K Sanitary Sewer Construction Program • Continue to pursue Grants and Secure Federal Funding L Pathway between Calusa Park and Crandon Park Tennis Center M Parking • Comprehensive parking plan study • Resident only parking areas N Study of Land Acquisition • Easement to Mashta flats • Waterfront property • Mini Parks • Real Estate Exchange I O Develop High Quality Key Biscayne Elementary School K 8 • Increased Parking/Feasibility of diagonal parking • New Middle School Building • Partner with Key Biscayne Community School/PTA/ Miami Dade County Public Schools P Grants and Other Funds • Aggressively pursue grants • Secure Causeway funds • Lobbying efforts at the County State and Federal levels Q Customer Service • Commitment to excellence improving customer service R Review of Noise Ordinance S Develop Short and Long Term Plan for Fire Rescue Department • Address staffing needs • Plan now to handle City of Miami contract • Equipment Review • Study Charge for Rescue Calls T Review of Sufficiency of Emergency Fund 30 GOALS AND OBECTIVES Fiscal Year 2004 U Creation of Key Biscayne Youth Council II High Priority (12 24 Months) A Harbor Drive Beautification and Improvements • Restructure from Crandon Boulevard to Fernwood Road B Ocean Lane Drive Street Beautification and Improvements • Reclaim Swales • Sidewalks C Begin Implementation of Crandon Boulevard Beautification III Long Term Objectives (24 Months or More) A Residential Street Lighting Study (TBD) • Village -Wide Lighting Design Study • Replacing Existing Lights with Village Character Lights B Underground Utilities Study ($10 M est ) • Explore Financing Options • Holiday Colony • Crandon Boulevard • Complete at the Same Time as Street Lighting (Item A) C Sanitary Sewer Program • Construction • Water Pipe Replacement • Funding D Complete Implementation of Crandon Boulevard Beautification 31 FINANCIAL POLICY FISCAL YEAR 2004 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 (u) 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 32 FINANCIAL POLICY FISCAL YEAR 2004 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 budgetforecasts 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 Villages 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 33 FINANCIAL POLICY FISCAL YEAR 2004 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 34 FINANCIAL POLICY FISCAL YEAR 2004 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 hrgh 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 35 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 maiorrtv of the qualified electors of the Villaae voting in a referendum election (Ord No 97 1 § 1 1 16 97) 4 l 36 Ilthigggg da7Q VAYATA -fa If I CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2002 - 2004 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 Pro • ert Taxes Other Taxes Licenses and Permits tate Shared Chares for Services Interest Income Fines and Forfeitures tormwater Fund olid Waste Fund anitary Sewer Fund Grants Capital Improvement Fund iE �a ky� Total Actual FY 2002 $9 569 030 2 898 00 859 435 971 136 336 134 142 80 156 377 525 681 289 793 218 913 Adopted P( 2003 $11 167 508 2 945 000 954 185 964 900 7918 133 720 28 280 0 515 967f 05 528 049 292 000 Adopted Pt 2004 $12 541 880 2 821 300 34 581 128 300 957 358 981 500 249 262 75 000 38 400 0 525 000 285 000 7 500 0 K" a � q a4ar $ $J4 2200 38 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2002 - 2004 EXPENDITURES Listed below are the expenditures of all Government and Proprietary funds within the Village Budget The Debt Service Budget provides for the pnncipal and interest payments of the Village Green loan and the interest on the Civic Center Loan General Government Public Works Stormwater Fund 2 3 Actual° f 2002 r $1 488118 807 814 Adopted � pr � FYt O033tw $1 924 700 $913 301 $618 613 Adopted FY 2004 dl'' $2 037 662 1 053 694 359 012 70 000 Solid Waste Fund 270 283 $278,789 285 000 Sanitary Sewer Fund 2 3 000 $3 000 3 000 Building Zoning & Planning Parks & Recreation 1 264 944 560 832 $1 250 330 $732 604 1 300 062 1 086 961 Public Safety Capital Improvement Fund 7 100 259 $7 696 819 9 998 119 2 650 133 $938 322 819 251 Non -Departmental Debt Service 839 943 $0 0 ub tf tall Transfers 2 435 845 0 $2 944 997 $17;301 A7,5 NA 3 146,147 NA Beginning Fund Balance nddm 'ith*fu dlatrco 3 433 006 5$3,'!30,703 NA' NA I Changes in Reserves and Undesignated Fund Balances cannot be determined at this time 2 Stormwater and Sanitary Sewer Project construction costs are carried as fixed assets 3 Includes Depreciation Expense 39 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2002 - 2004 General Fund The adopted Fiscal Year 2004 General Fund Budget of $17 633 800 Is an increase of $1 193 942 or 7% over Fiscal Year 2003 Overall increases can be attributed to personnel expenses an increase in insurance expense and additional maintenance and repairs Actual Adopted Adopted FY 2002 FY 2003 FY 2004 Revenues Ad Valorem Taxes Franchise Fees Utility Taxes State Shared Revenues Licenses & Permits Charges for Services Other Revenue Grants & Donations $9 569 030 $11 167 508 $12 541 880 $639 072 $690 000 $611 000 $2 258 931 $2 255 000 $2 210 300 $971 136 $964 900 $981 500 $859 435 $954 185 $957 358 $336 134 $146 245 $249 262 $142 803 $111 400 $75 000 $218 913 $128 300 $7 500 Total Revenues $14 995 454 $16 417 538 $17,633 800 Expenditures Administrative and Legal $1 488 118 $1 924 700 $2 037 662 Police and Fire $7 100 259 $7 696 819 $7 998 119 Building Zoning & Planning $1 264 944 $1 250 330 $1 300 062 Public Works $807 814 $913 301 $1 053 694 Debt Service $2 435 845 $2 944 997 $3 146 147 Non Departmental $839 943 $0 $0 Parks and Recreation $560 832 $732 604 $1 086 961 Total Expenditures $14 497 752 $15 462 751 $16 622 645 I Excess (deficiency) of revenues $497 702 $954 787 $1 011 155 over expenditures Other Financing Sources (Uses) Operating Transfers In $0 $0 $0 Operating Transfers Out $0 $954 787 $819 251 Working Capital Reserve $0 $0 ($191 904) Total Other Financing Sources $0 ($954 787) ($1 011 155) (Uses) Excess (deficiency) of Revenues and $497 702 $0 $0 Other Financing Sources Over Expenditures & Other Financing Uses Residual Equity Transfers $0 $0 $0 Fund Balance Beginning ofYear $3 433 006 $3 930 708 $3 930 708 Fund Balance End of Year $3 930 708 $3 930 708 $3 930 708 40 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2002 - 2004 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 Fized Assets Account Group Operating Revenues Actual Adopted Adopted FY 2002 FY 2003 FY 2004 Interest Income $95 276 $0 $0 Grant Receipts $1 195 956 $0 $0 Sale of Fire Truck (Old Quint) $0 $0 $0 Total Operating Revenues $1 291 232 $0 $0 Operating Expenditures Capital Outlay $2 650 133 $938 322 $819 251 Total Operating Expenditures $2 650 133 $938 322 $819 251 Other Financing Sources (Uses) Operating Transfers In Operating Transfers Out $0 $938 322 $819 251 ($3 000 000) $0 $0 Revenue Over (Under) Expenditures ($4 358 901) $0 $0 Fund Balance Beginning of Year $4 868 309 $0 $1 275 825 'Fund Balance End of 'Year $509 408 $0 $1 275 825 41 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2002 - 2004 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 2002 FY 2003 FY 2004 Stormwater Fees $525 681 $528 049 $525 000 Total Operating Revenues $525 681 $528 049 $525 000 Operating Expenditures Administrative Expenses Contracture! Services Depreciation Expense $85 093 $273 919 $70 000 $10 000 $80 000 $60 000 Total Operating Expenditures $359 012 Non Operating Revenue (Expense) Interest Income Principal and Interest on Debt $150 000 $70 000 $33 557 $64 826 $9 500 ($281 370) ($468 613) ($470 559) Revenue Over (Under) Expenditures ($81 144) ($25 738) ($6 059) Fund Balance Beginning of Year $667 221 $586 077 $851 711 Fund Balance End of Year $586 077 $560 339 $845 652 42 I CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2002 - 2004 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 2002 FY 2003 FY 2004 Solid Waste Collection Fees $289 793 $292 000 $285 000 Total Operating Revenues $289 793 $292 000 $285 000 Operating Expenditures Administrative Expenses $1 443 $15 000 $10 000 Contracture! Services $268 840 $263 789 $275 000 Total Operating Expenditures $270 283 $278 789 $285 000 Non Operating Revenue (Expense) Interest Income $1 616 $4 000 $850 Revenue Over (Under) Expenditures $21 125 $17 211 $850 Fund Balance Beginning of Year $131 662 $152 787 $164 700 Fund Balance End of Year $152 787 $169 998 $165 550 43 -r GENERAL FUND FISCAL YEARS 2002 - 2004 The Adopted Fiscal Year 2004 General Fund Budget of $17 633 800 is an increase of $1 193 942 over Fiscal Year 2003 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 third Civic Center loan and the Citgo loan Ad Valorem (Property) Taxes generate 71% of the total revenue Ad -Valorem Franchise Fees Utility Taxes Licenses & Permits State Shared Revenues Charges for Services Interest Grants & Donations Total" FY:2002'! $9 569 030 $639 072 $2 258 931 $859 435 $971 136 VIM $142 803 $218 913 14,YY5454' Adopter! FY 2003, $11 167 508 $690 000 2 255 000 $954 185 $964 900 $111 400 $128 300 5311 Adopted 2004 $12 541 880 $611 000 2 210 000 $957 358 $981 500 i7/l'L•j►l• $75 000 $7 500 :Iwl 33,i UU General Government Village Attorney Non -Departmental Debt Service Build Zone & Plan Public Safety Public Works Recreation Operating Transfers Out Actual :. FY X002 $868 270 $253 000 $839 943 $2 435 845 $1 264 944 $7 100 259 $807 814 $560 832 _opted Y 2003 $ 1 592 400 $333 000 $0 $2 944 997 $1 250 330 $7 696 819 $913 301 $732 604 dopted' Y 2004 $1 591 700 $333 000 $0 $3 146 147 $1 300 062 $7 998 119 $819 251 44 2004 ESTIMATED PROPERTY TAKES FISCAL YEAR 2004 Jurisdiction MiarnIAdgde County Public Schools *Simi Wade County wide services ) lak a Water Management District LLda*te County Library District mental Project (Everglades) Flonda Inland Navigation District SUB TOTAL Village of Key Biscayne TOTAL Mill Rates Percent Amount Paid 9 252 45 45% $ 3 006 90 6 279 30 84% $ 2,04068 597 293% $ 194 03 486 239% $ 157 95 100 49% $ 32 50 0385 19% $ 12 51 16 7525 82 29% $ 5,444.56, 3606 1771% $1,17195 20.3585 100.00x, S 6,616.51 Funds are allocated as follows, Service Fire Rescue Department Police Department General Government' Capital Outlay Debt Service Building Zoning and Planning Public Works Recreation Percent of Budget 25 56% 23 99% 12 92% 000% 19 06% 813% 5 59% 4 75% 10 Amount per Year $ 29955 $ 281 15 $ 151 42 $ 0 00 $ 223 37 $ 95 28 $ 65 51 $ 5567 S1,171 95 45 PROPERTY TAX COMPARISON FISCAL YEARS 1994 2003 The millage rate determines the amount a homeowner will pay in taxes per $1 000 of assessed property 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 n property tax may provide an actual cumulative savings to Village taxpayers of $38 793 722 as the chart below illustrates fY Assessed ' Values County MISlage , County Tax Village MtSage Village Tax Percent Reduction Annual Savings to Taxpayer Cumulative Savings to Taxpayer 1994 $1 560 057 130 4 718 $ 7 360 350 4 439 $6 925094 5 91 % S 435 256 $ 596 970 1995 $1 741 921 584 4 718 $ 8 218 386 4101 S7 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 317238 1997 $1 861 243 132 4 785 $ 8 906 048 3 606 $6 711 643 2464% $2194 406 $5 511 644 1998 $2003049232 5022 $10 059 313 3606 $7 299996 2820% $2836318 $8 347 961 1999 $2,028174208 5408 $10 968 366 3606 $7 313 596 3332% $3 654 770 512002731 2000 $2232457 904 5 381 $12 012856 3 606 $8 050 243 32 999' 63 962613 $15 965 344 2001 $2499 049161 5 269 $13 167 490 3 606 $9 011 571 31 569' $4 155 919 $20 121 263 2002 $2731833645 5199 614202803 3606 $9850992 3064% $4 351 811 $24473074 2003 $3 259 919 981 5108 $16 651 671 3 606 $11 755 271 2940% $4 896 400 $29 369 474 2UJ4 $3 617 880 990 6 254 $22626 227 3 606 $13 201 979 41 7% $9 424 248 $38 793 722 The Village boasts the lowest millage rate in the County The graph below reflects the range of the proposed 2004 total millage rates of all Dade County municipalities and the unincorporated area Key Biscayne s adopted 2004 rate is 3 606 The Adopted Fire District millage is 2 661 including debt service mills per $1 000 and represents $7 269 409 if Key Biscayne were still in the Fire District The Adopted 2004 Key Biscayne Fire Department budget is $4 298 984 35 so RS °Y5 1S 5 S Miltage Rates I I Cpa{o N MI Nomut MI a BN Ph HI ad MI Bch Fl fihy Mt Sary Sadd Say Nv Ws Gar I Cot Gab I Arent i d CM Mk GM Bch IN MI NMI SO Ma Ea" Yvt S MI Nay VS HI Swear S I NV Dada Kay Blad M MNPatlty 46 SECTION I CERTIFICATION OF TAXABLE VALUE DR -420 R 01/95 2003 Year ?flans —Dade County To Village of Kev lUscavne (1) (2) (3) (4) Current Year Taxable Value of Real Property for Operating Purposes Current Year Taxable Value of Personal Property for Operating Purposes Current Year Taxable Value of Centrally Assessed Property for Operating Put pores Current Year Gross Taxable Value for Operating Purposes (1) + (2) + (3) (5) Current Year Net New Taxable Value (New Construction + Additions + Rehabilitative Improvements Increasing Assessed Value By At Least 100% + Annexations Deletions) (6) Current Year Adjusted Taxable Value (4) (5) (7) Pnor Year Final Gross Taxable Value (From Pnor Year Applicable Form DR -403 Senes) I do hereby certify the values shown herein to be correct to the best of my knowledge and belief Witness my hand and official signature at Miami —Dade County Florida this the 1st day of July 20 (39—. bas\ (Name of Taxng Authority) $ 3 617 880.590 $ 43.233 056 $ -0- 3,661,114.546 $ 215,932 241 3 445 182 305 3.240.465.278 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 Prior Year Operating Millage Levy Prior Year Ad Valorem Proceeds (7) x (8) Current Year Rolled Back Rate (9) (6) Current Year Proposed Operating Millage Rate $ 3 606 $ 11 685 118 $ 3 392 3 606 per $1 000 per $1 000 per $1 000 (12) Check TYPE of Taxing Authonty X M nap i ty Ind pe d t Sp ei i District C ty Multi C ty D pendent D trict I M kip I Service T n g U d. W to M n gem tDntnct i (13) IF DEPENDENT SPECIAL DISTRICT OR MSTU IS MARKED PLEASE SEE REVERSE SIDE (14) Current Year Millage Levy for (15) Cu rent Year Millage levy for DEPENDENT SPECIAL DISTRICTS SKIP fines (16) through (22) (16) Enter Total Prior Year Ad Valorem Proceeds of ALL DEPENDENT Special Districts $ N/jt & MSTU s levying a millage (The sum of Line (9) from each Distncfs Form DR -420) (17) Total Pnor Year Proceeds (9) + (16) $ 11 685 118 (18) The Current Year Aggregate Rolled back Rate (17)+(6) $ 3 392 (19) Current Year Aggregate Rolled back Taxes (4) x (18) $ 12 418 501 (20) Enter Total of all non voted Ad Valorem Taxes proposed to be levied by the Principal $ 13 201 979 Taxing Authority all Dependent Districts & MSTU s if any Line (11) x Line (4) (21) Current Year Proposed Aggregate Millage Rate (20) + (4) VOTED DEBT SERVICE OTHER VOTFn MII I AGF $ N/A N/A per $1 000 per $1 000 3 606 per $1 000 per $1 000 (22) Current Year Proposed Rate as a PERCENT CHANGE of Rolled back Rate 6 309 % [(Line 21 + Line 18) 1 001x 100 Date Time and Place of the first Public Budget Hearing and telephone number Key Bisca us F —re St —`ion Council Chamber (2nd Floor) 5o0 C➢tanlien Bous_va-d Keg Bisca re F 33149 Sept 9 2003 7 00 p m I do hereby certify the mdlages and rates shown herein to be correct to the best of my knowledge and belief FORTRj -0306 I certify that all mlllages comply with the provisions of Section 200 071 or 200 081 F S WITNESS my hand and official signature ALI _L at Keyt it Since. Florida this the day of (Month and Year) 31st daa or July 20,33 { 'St i -+ 1 WI x \-41' rr 88 ,Test feint/re SLreet Ke+ Blscavne Signature and Title of Chief Administrative Officer 1 Address of Physical Location Carolyn area es Name of Contact Person ! 1\4)4 j)I"l! fie c-W.r rY Mailing Address i d T iYv l i t 303-363-o9U6- tint $tate Zip Phone # SEE INSTRUCTIONS ON REVERSE SIDE 47 305-3h5-8936 Fax # REVENUES GENERAL FUND FISCAL YEAR 2004 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 2004 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 2004 this revenue category is projected to increase by 12% to just over $12 5 million and accounts for 71% of all revenues in the General Fund Licenses & Perth Is 54% UtlMT es 125% F nd,ee Fees 3.5% Charges fo neces 14% Stat Shared Raven es 5.6% Other Revenue 04% Gra t &oonanons 01% Ad Vat rem Taxes 711% Revenues Ad -Valorem Taxes Adopted FY 2003 . $11 167 508 Adopted ::, FY 2004 Percent of Proposed Budget 1111MIEFE 3 5% $12 541 880 Franchise Fees $690 000 $611 000 Utility Taxes $2 255 000 $2 210 300 •0 Licenses & Permits $964 900 $957 358 5 4'• State Shared Revenues $954 185 $981 500 5 6': Charges for Services $146 245 $249 262 1 4% Other Revenue $111 400 $75 000 0 4% Grants & Donations Total $128 300 $16,417,531 $7 500 $17,633,800, 0 1° 100.0% 48 REVENUES GENERAL FUND FISCAL YEAR 2004 BUDGET COMPARISON - REVENUE CHANGES General Fund Revenues Adopted FY 2003 $11 167 508 Adopted FY 2004 $12 541 88 t Difference $1374 372 Percent Change 11% Ad Valorem Taxes Franchise Fees $690 000 $611 000 ($79 000) -13% Utility Taxes $2 255 000 $2 210 300 ($44 700) -2% Licenses & Permits $954 185 $957 358 $3 173 k 0 3% State Shared Revenues $964 900 $981,500 $16 600 2% Charges for Services $146 245 $249262 $103 017 41% Other Revenue $111 400 $75 000 ($36 400) -33% Grants & Donations $128 300 $7 500 ($120 800) -94% Total Revenue $16,417,531 $17,633,600 $1,216,262 7% REVENUE CHANGES RATIONALE Ad Valorem The July 1 2002 certification of Village property values is estimated to be $3 259 919 981 which represents an increase of $528 086 336 or 19 33% over the 2002 values At the adopted millage rate of 3 606 this increase results in an additional $1 374 372 in ad valorem tax revenue for the Village This represents 71% of the General Fund Revenues Franchise Fees The revenues generated through franchise fees in Fiscal Year (FY) 2004 are estimated to total $611 000 a decrease of $79 000 or 13% over the Adopted FY 2003 Budget Utility Taxes The Fiscal Year 2004 utility tax receipts are estimated to decrease by $44 700 or 2% over last year s levels licenses and Permits During Fiscal Year 2004 revenues in this category are expected to increase by $3 173 from last year s level State Shared Revenue Fiscal Year 2004 estimates of state shared revenues are increased $16 600 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 41% increase in collections is anticipated over the previous Fiscal Year 49 REVENUES GENERAL FUND FISCAL YEAR 2004 Other Revenue The Fiscal Year 2004 Budget estimate of revenues in this category totals $75 000 and includes only one item interest revenue on the balance in the General Fund account Grants & Donations During Fiscal Year 2004 revenues in this category are expected to decrease by 5120 800 from the previous year 50 REVENUES Actual FY 2002 Adopted Adopted FY 2003 FY 2004 Estimated Property Assessment $2 731 833 645 $3 259 919 981 $3 661 114 546 Ad Valorem Category Ad Valorem $9 569 030 $11 167 508 $12 541 880 Total Ad Valorem $9 569 030 $11 167 508 $12 541 880 Franchise Fee Category Electricity $639 072 $690 000 $611 000 Total Franchise Fees Utility Taxes $639 072 $690 000 $611 000 Category Electricity $1 097 566 $1 095 000 $1 095 000 Simplified Communications Tax $904 075 $850 000 $856 000 Water $203 612 $249 000 $197 000 Gas $53 360 $60 000 $62 000 Oil $318 $1 000 $300 Total Utility Taxes $2 258 931 $2 255 000 $2 210 300 State Shared Category State Revenue Sharing $133 911 $140 000 $140 000 Half Cent Sales Tax $612 553 $598 840 $620 000 Local Option Gas Tax $216 528 $220 000 $215 000 Alcoholic Beverage Licenses $8 144 $6 060 $6 500 Total Shared Revenues $971 136 $964 900 $981 500 51 REVENUES License & Permit Category Occupational Licenses $53 983 $85 000 $50 000 Building Permits $805 452 $869 185 $907 358 Total Licenses and Permits $859 435 $954185 $957 358 Charge for Service Category Zoning & Site Plan Review Fees $0 $0 $20 000 Zoning Hearing Fees $6 169 $6 000 $6 000 Certificates of Occupancy $26 485 $10 100 $5 742 Code Violation Fines $5 317 $10 100 $25 000 Recreation Fees $16 402 $20 000 $20 000 Fines and Forfeitures $156 377 $28 280 $38 400 Permit Research & Lien Letters $5 808 $2 000 $46 200 Election Qualifying Fees $1 400 $1 010 $0 Miscellaneous $50 881 $36 360 $40 000 Inspection Fees $37 592 $2 500 $0 School Crossing Guard $19 712 $7 575 $25 600 Firefighters Supplement $9 992 $22 320 $22 320 Total Charges for Services $336134 $146 245 $249 262 Other Revenues Category Interest Income $89 838 $111 400 $75 000 Rent Income $28 581 $0 $0 Sale of Fixed Assets $24 384 $0 $0 Hurricane Recovery $0 $0 $0 Total Other Revenues $142 803 $111 400 $75 000 Grants Category HRS EMS Grant $5 847 $6 500 $6 500 Police (C O P S) $18 000 $120 800 $0 Grants Other $173 072 $1 000 $1 000 Donations $21 994 $0 $0 Total Grants $218 913 $128 300 $7 500 Total Revenues $14 995,454 $16 417 538 $17 633 800 52 REVENUES GENERAL FUND FISCAL YEAR 2004 REVENUE PROJECTION RATIONALE - FISCAL YEAR 2003 The 2004 General Fund total revenue is estimated to reach $17 633 800 which represents an increase of 7% 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 2004 which begins on October 1 2003 and ends on September 30 2004 the assessed values established by the Miami Dade County Property Appraiser as of January 1 2002 are $3 259 919 981 or 68 1% of the General Fund At the adopted millage rate of 3 606 the gross Ad Valorem revenue is $11 755 271 This revenue is budgeted at 95% of its gross value to allow for prompt payment discounts of up to 4% and other adjustments in accordance with Statute 200 065 F S Property Taxes are assessed and collected by the County and remitted to the Village on a regular basis throughout the year The amount budgeted for the 2004 Fiscal Year is $12 541 880 Ad Valorem taxes are the largest revenue source in the Village budget comprising 71 1% of the total revenues in the general fund PROPERT TAX LEVIES AND COLLECTION FISCAL YEARS 1995 THROUGH 2003 Fiscal Year 1995 Millage 4101 Assessed Value $1 741 921 584 Percent Change " N/A Tax Levy $7143 ` 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 $6486 019 96 6% 1997 3 606 $1 861 243132 5 31% $6 711 643 $6 376 061 $6 495 465 96 8% 1998 3 606 $2003 049 232 7 62% $7 222,996 $6 861 846 $6 963 900 964% 1999 3 606 $2028 174 208 1 25% $7 313 596 $6 963 900 $7 012 714 959% 2000 3 606 $2,223 956 515 965% $8 019 587 $7 677 766 $7 799 633 97 3% 2001 3 606 $2,499 049161, 12 37% $9 011 571 $8 556 788 $8 738 608 97 0% 2002 3 606 $2731 833 645 9 31% $9 850 992 $9 358 443 N/A N/A 2003 3 606 $3 259 919 981 1933% $11 755,271 $11 167 508 N/A N/A 53 REVENUES GENERAL FUND FISCAL YEAR 2004 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 2004 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 29% of the General Fund Revenues Non Ad -Valorem Revenues $2 000 000 $1 500 000 $1 000 000 $500 000 $0 1996 1997 «,..., 1998 1999 2000 200 2002 2003 2004 54 REVENUES GENERAL FUND FISCAL YEAR 2004 Franchise Fees The chart below is a summary of Franchise Fees for Electricity Telephone and Cable TV companies $700,000 $600 000 $500,000 $400,000 $300,000 $200,000 $100,000 $0 1996 1997 1998 1999 2000 2001 2002 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 2004 Fiscal Year is $611 000 55 REVENUES GENERAL FUND FISCAL YEAR 2004 Franchise Fees Fiscal Year 1996 Electricity ;:Telephone Cable Total $571 093 $20179 $46 824 $638 096 1997 $578 195 $27 278 $62 342 $667 815 1998 $631 323 $24 016 $53 728' $709 067 1999 $653 798 $29 235 $56 998 $740 031 2000 $646 001 $24 450 $60 000 $730 451 2001 $678 316 $37 343 $67 855 $783 513 2002 $650 000 $C $0 $650 000 2003 $690 000 $0 $0 $690 000 2004 $611 000 $0 $0 $611000 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 56 II I REVENUES GENERAL FUND FISCAL YEAR 2004 Utility Taxes 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 2004 are $1 095 000 Simplified Communications Tax This tax is based on the new telecommunications tax which combines all telecommunications services into one tax The revenue from this tax will replace telecommunications taxes and license fees local governments currently receive from telecommunications and cable television providers The Communications Tax Act requires each local government to establish a tax rate on communications services effective 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 57 REVENUES GENERAL FUND FISCAL YEAR 2004 communications services tax rate of 5 22% effective October 1 2003 This revenue source is estimated at $856 000 for Fiscal Year 2004 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 2004 are $197 000 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 2004 are $62 000 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 2004 are $300 Utility Taxes Fiscal Year 1996 Electricity $888 651 Tele- ''communications $199 74. Simplified Communications $0 Water MOM Gas $37 03 4 Oil ` - $3 88 Total $1 29448' 1997 $10324 $2747.•. $0 $20291'. $4206• $361. $1555,81 1998 5989 535 $288 581 $0 $196 271 $36 42 $4 008 $1 514 81 1999 .A. $380 93 $0 $208 83 $35 121 $4 26. $1 621 47 2000 mum e $454 101 $0 $21506 $52 01. $2 16' $1 723 90, 2001 $1 018 973 $492 44 4 $0 $197 71 " $62 83 $245 $1 772 20: 2002 $1 135 000 $0 $550 001 $215 000 $50 000 $5 000 $1 955 0 0 2003 e.' tt, $0 $850 000 $249 008 $60 008 $1 000 let 2004 $1 095 000 $0 $856 008 $197 008 $62 008 $308 $2 210 30 t Licenses 8c 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 58 _LI REVENUES GENERAL FUND FISCAL YEAR 2004 Licenses & 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 2004 are $50 000 Building Permits Permits must be issued to any individual or business whom does construction work within the corporate limits of the Village These permits are issued for construction such as electrical plumbing structural mechanical etc The fees for various types of permits are set by Village Ordinance No 96 4 and by Section 2 18 of the Miami Dade County Building Code and the minimum fee for a permit is $41 50 per Resolution 99 3 adopted on January 12 1999 Permits for residential construction are based on the 1992 fees of Miami Dade County The estimated revenue for the Fiscal Year 2004 totals $907 358 59 REVENUES GENERAL FUND FISCAL YEAR 2004 Licenses &Permits Fiscal Year 1996 Occupational Licenses $36 810 Building Permits � �,� $393 398 Total $430 208 1997 $30 702 $500 699 $531 401 1998 $25 749 $978 019 $1 003 76: 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 $869185 $954 185 2004 $50 000 $907 358 $957 358 State Shared Revenues In addition to Ad Valorem taxation communities in Florida rely on revenues that are imposed and collected by the State of Florida and then shared with municipalities These revenues are distributed by the State of Florida Department of Revenue according to various formulas These revenues have been budgeted in accordance with the trends and estimates of the State Revenue Sharing Commission State shared revenues are pledged sources of revenue to repay the debt service on the state sanitary sewer loan (Revenue Sharing) Cigarette Tax In 1943 Florida levied its first tax on cigarettes at a rate of three cents per pack It was not until 1971 and the creation of the Municipal Financial Assistance Trust Fund that the state began to share a portion of state cigarette tax revenues with municipalities The enacting legislation creating the Trust Fund required that the fund be financed from the proceeds of a two cents per pack tax on cigarettes 5 8% of the State tax on each pack of cigarettes as per Chapter 71 364 Laws of Florida Due to declining revenues as of October 1 2000 revenues from this tax were combined with State Revenue Sharing 60 REVENUES GENERAL FUND FISCAL YEAR 2004 State Shared Revenues $600 00 $400 00 $200 00 1996 1997 1$98 1999 2000 2041 2002 2003 2004 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 2003 the estimated revenue from this source is $140 000 A portion of this revenue has been pledged for the repayment of the sanitary sewer state planning loan of $723 762 as per Ordinance 96-6 adopted June 25 1996 The annual loan payment shall be $28 134 Half Cent Sales Tax Chapter 82 154 Laws of Florida created the local government half cent sales tax program It is so named because one half of the proceeds of this tax are divided between counties and municipalities and the other half goes to the state The primary purpose of the tax was to provide relief from Ad -Valorem taxes in 61 REVENUES GENERAL FUND FISCAL YEAR 2004 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 2004 is $620 000 State Shared Revenues Fiscal Year 1996 Cigarette Tax $10 491 State Revenue Sharing $125 98• Half -Cent `Sales Tax $442 27 Local Option Gas Tax $211 31. Total $787 96• 1997 $8 39 $126 78 $450 751 $178 73. $766 63 1998 $10 364 $125 32 $507 69. $175 001 $818 52� 1999 $10 50 $117 14 $496 571 $178 24 $801 48: 2000 $9 52: $130 24. $556 741 $188 20• $883 12 2001 $7 93• $132 231 $585 68 $205 56 $923 47. 2002 $0 $140 001 $598 841 $220 001 $958 841 2003 $0 $140 001 $598 841 $220 001 $958 841 2004 $0 $140 001 $620 001 $215 001 $981 501 Local Option Gas Tax The first local option gas tax was adopted by Miami -Dade County on July 19 1985 prior to the incorporation of the Village The Village became eligible to receive these funds at the time the Village was declared eligible for all state shared revenues The tax is levied at the rate of six cents per gallon on motor fuel and special fuel and is collected by the Florida Department of Revenue and remitted monthly to the county and municipalities on a formula which provides a weight of 75% to population and 25% to center line miles of roadway maintained in each municipality (the Village maintains 20 5 miles) These funds must be used for general transportation related expenditures and may include debt service financing on transportation related capital projects Local Option Capital Improvement Gas Tax A second local option gas tax was adopted as part of the 1994 budget by the Miami Dade County Commission on September 20 1993 and became effective January 1 1994 It was levied at five cents per gallon Following the County Commission amendment in 1996 the levy has been reduced to three cents per gallon The funds are distnbuted 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 62 REVENUES GENERAL FUND FISCAL YEAR 2004 an adopted comprehensive plan The revenue from the local option capital improvement gas tax for Fiscal Year 2004 is estimated at $215 000 Other Revenues The following chart is a summary of other revenues for the Village which includes Interest Income and Fines & Forfeitures Other Revenues $500 000 $400 000 $300 000 $200 000 $100 000 $0 1995 1996 1997 1998 1999 2000 2001 2002 2003 Interest Income In accordance with the Village financial policy investment practices used are Certificate of Deposit cash management overnight investments and state municipal surplus fund pool These are maintained to provide that available funds be invested at all times with minimum risk and maximum liquidity The revenue from the interest income for Fiscal Year 2004 is estimated at $75 000 63 REVENUES GENERAL FUND FISCAL YEAR 2004 Fines & Forfeitures Fines from traffic violations and violations of other laws provide governments with some additional revenue as provided in chapters 316 and 318 of the Florida Statutes The Village receives 56 4% of the revenues resulting from traffic enforcement activities of the Village Police Department The trend for this revenue is usually constant Fiscal Year 2004 estimate is $38 400 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 $293 689 $525 509 2000 $315 399 $102 057 $417 456 2001 $291 408 $322 344 $613 752 2002 $200 000 $28 280 $228 280 2003 $111 400 $28 280 $139 680 2004 $75 000 $38 400 $113 400 64 i get:i7Q �vAYAVA acts • :IhiYilllii EXPENDITURES GENERAL FUND FISCAL YEAR 2004 The $16 622 645 Adopted Fiscal Year 2004 Budget allocates funds to ten departments 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 2004 Budget expenditures have increased a total of 7% over the Fiscal Year 2003 expenditures This increase can be attributed to an increase in personnel expenses insurance costs and maintenance and repair expenses Expenditures Village Council Adopted FY 2003 $321,306 Adopted FY 2004 $319 397 Difference ($1,909) Percent Changed -0 6% Administration $964,751 $1 039 501 $ 74 750 7 2%, Village Clerk $305,643 $345764 $ 40,121 11 6% Villaae Attorney $333,000 $331,000 $0 qo Non Departmental $0 SO $0 8 Debt Service $2,944,997 $3,146,147 $201,150 , 6 4% Building, Zoning, & Planning $1,250,330 $1,300,062 $ 49,732 3 8% Police $3,645,134 $3,699,135 S 54,001 , 1 5% fire Rescue $4,051,685 $4,298,984 $247,299 5 6% Public Works $913,301 $1,053,694 $140,393 13 3% Recreation 732 604 1 086 961 354 357 32 6%a Sub -Total - Operating Transfers for Capital Outla $15,462,751 $954 787 $16322,645 $819 251 $1,159,194 ($135 536) 77. N/A Total $16,401.073 $17,441196 ` $1.040,123 1% 65 EXPENDITURES GENERAL FUND FISCAL YEAR 2004 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 2004 Budget for the Village Council has decreased because the federal representatives contract expired' Administration Administration includes the Village Manager s Office and the Finance and Administrative Services Department At $1 039 501 the Adopted Fiscal Year 2004 Budget increased also due to personnel expenses due to salary increases and additional health insurance contributions on behalf of the Village Village Clerk The Village Clerk s Adopted Fiscal Year 2003 Budget will increase to $345 764 or 11 6% The change covers personnel expenses due to salary increases and additional health insurance contributions on behalf of the Village Village Attorney At $333 000 the Village Attorney s allocation remained the same as the previous fiscal year Non -Departmental In order to properly implement GASB Statement #34 the Adopted Fiscal Year 2004 Budget for Non -Departmental expenses has been eliminated and reclassified into each specific department Debt Service The Fiscal Year 2004 requirement for debt service has increased by $201 150 The debt service cost is associated with a 10 year bank loan for the purchase of the Village Green a 20 year bond issue for the Civic Center Project an a third loan for phase three of the Civic Center and a loan for the Citgo purchase Building Zoning and Manning The Building Zoning and Planning Department budget of $1 300 062 represents a 3 8% increase from the Fiscal Year 2003 Budget Changes in this budget are due to an increase in personnel expenses Police The Police Department s Fiscal Year 2004 Budget allocation of $3 699 135 represents a $54 001 increase or 1 5% from the Fiscal Year 2003 Budget The small increase is attributed to removal of the Police Chief s Salary Fire Rescue The Adopted Fiscal Year 2004 Budget for Fire Rescue will increase by $247 299 or 5 6% due to an increase in personnel expenses and insurance Public Works The Adopted Fiscal Year 2004 Budget for Public Works will increase by 13 3% or $140 393 This change is due to an increase personnel expenses insurance and maintenance and repairs 66 I EXPENDITURES GENERAL FUND FISCAL YEAR 2004 Recreation At $1 086 961 the Park and Recreation Department s budget provides for an increase of $354 357 or 32 6% This is due to an increase in personnel expenses attributed to the new Community center approval of the senior transportation program and an increase in the Key Biscayne Athletic Club program Capital Outlay The Adopted Fiscal Year 2004 Budget for Capital Outlay is $0 EXPENDITURES BY OBJECT CHANGES RATIONALE Personnel All full time and part time employees who support the functions of the Village departments Costs include salaries overtime shift differentials and employee benefits that include commitments for employee fnnge 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 utllrhes 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 pnncipai 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 For Fiscal Year 2004 the Village does not have any funds budgeted for capital outlay Generally expenditures in this category are associated with the acquisition and/or construction of major capital facilities and improvements such as sidewalks underground wiring landscaping and contnbutions to reserves 67 —U VILLAGE COUNCIL FISCAL YEAR 2004 BUDGET Organizational Chart i Citizens/Residents` of Key Biscayne Village Council Robert Oldakowski, Mayor Martha Fdez-Leon nroucek Card Diaz -Castro Mortimer Pried James L. Peters Jorge E. Mendia Robert L. Vernon Local Planning 1 Agency 68 I9 VILLAGE COUNCIL FISCAL YEAR 2004 BUDGET FUNCTIONAL ORGANIZATIONAL CHART Y 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 69 VILLAGE COUNCIL FISCAL YEAR 2004 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 The evaluation and appraisal report for our Village is scheduled for February 2004 in accordance with the Florida Department of Community Affairs 1998 schedule 70 VILLAGE COUNCIL FISCAL YEAR 2004 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 • Regrew 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 1991 8 1999 13 2000 14 2001 7 2002 8 2003 15 4, r Special Meetings 12 13 16 7 7 7 , Resolutions 53 98 43 61 61 i 43 t Ordinances 8 9 9 8 8 4 10 , Workshops 4 6 3 2 2 2004 DEPARTMENTAL OBJECTIVES 8c 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 71 VILLAGE COUNCIL FISCAL YEAR 2004 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 Administrptive Expenses Other Expenses Total Departments FY 2000 FY 2001 FY 2002 FY 2003 FY 2004 $16 500 $10 000 $26 500 $26 254 $10 000 $36 254 $26 254 $10 000 $36 254 $26 254 $295 052 $321 306 $26 254 $293 143 $319 397 % Change from 02-03 0% 1% -1% BUDGET SUMMARY At $319 397 the Village Council budget decreases $1 909 from Fiscal Year 2003 Village Council Budget Actual Adopted Adopted Category FY 2002 FY 2002 FY 2003 FY 2004 Administrative Expenses $26 254 $33 709 $26 254 $26 254 Memberships & Dues $6 000 $2 903 $6 000 $6 000 Education & Training $4 000 $43 167 $20 000 $20 000 Insurance $0 $12 312 $20 576 $68 667 Committee Expenses $0 $0 $500 $500 State Relations Representative $0 $0 $35 000 $30 000 Federal Relations Representative $0 $0 $95 000 $50 000 Chamber of Commerce $0 $0 $55 063 $55 063 Miami Dade Library Agreement $0 $0 $42 000 $42 000 Electricity $0 $0 $8 785 $8 785 Water & Sewer $0 $0 $4 628 $4 628 Maintenance & Repairs $0 $0 $7 500 $7 500 Total Village Council $36 254 $92 091 $321 306 $319 397 72 OFFICE OF THE VILLAGE MANAGER FISCAL YEAR 2004 BUDGET '.MISSION,;"` STATEMENT Io implement WIG e<Councii',poii ie d to provides and 'leadership and'sp ,4 bse4e"all Iepartmen ai activities, ena Iing them to work. in this 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 e 4 estatblished by the Council r Receptionist 365-5511 Organizational Chart Citizens/Residents of Key Biscayne • Village Council 1 • Assistant Village Manager 3i5-il19 73 OFFICE OF THE VILLAGE MANAGER FISCAL YEAR 2004 BUDGET FUNCTIONAL ORGANIZATIONAL CHART' 4 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 1 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 74 di OFFICE OF THE VILLAGE MANAGER FISCAL YEAR 2004 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 1999 1 0 FY 2000 1 0 FY 2001 1 0 FY 2002 1 0 FY 2003 1 0 FY 2004 1 0 Assistant Village Manager 0 0 0 0 0 0 0 0 0 0 1 0 Assistant to the Manager 1 0 1 0 1 0 1 0 1 0 0 0 Administrative Assistant 1 0 1 0 1 0 1 0 0 0 -0 0 Administrative Intern 0 0 0 0 1 0 1 0 0 0 00 Grant Specialist - Part Time 0 0 0 0 0 5 0 5 0 0 00 Receptionist - Part Time 1 0 0 0 0 0 0 0 0 5 i 0 5 Total 40 30 45 45 25 25 2004 DEPARTMENTAL OBJECTIVES • To satisfactorily relay Village Council policy decisions to the organization and administer the decisions in day -to day operations • To maintain administrative control of all departments by reports and verbal and written communications on all matters involving daily operation of the Village • To conduct any special studies information gathering and reports as may be necessary an/or requested by the Village Council • To attend and participate in intergovernmental activities by attending meetings and facilitating the exchange of information within different jurisdictions • To prepare and submit a Village budget by July 15th of each year 75 OFFICE OF THE VILLAGE MANAGER FISCAL YEAR 2004 BUDGET • To increase the level of Village services by increasing the amount of grant -in aid 1 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 ail 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 76 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2004 BUDGET ISSIQP4. STATEMENT' administers the inances ,hand udget % of theta illaget' efficiently ,and report• #elated , ecti' ities= accuratel `` and timely, and ta,;manage the insurance and employee benefit ' programs in the ` !pest, interest' Hof : the gViilage and its emP. Organizational Chart Citizens/Residents Key Biscayne Village Council Village Manager 365-5514 Director of Finance Severn Trent Services 624-3200 77 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2004 BUDGET FUNCTIONAL ORGANIZATIONAL CHART n, 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 78 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2004 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 2003 The budget was prepared on time and administered carefully during the year Application for the Annual Distinguished Budget Presentation Award from the GFOA for the Fiscal Year 2002 budget was filed December 2001 The budget was filed and accepted by the Florida Department of Revenue and met the TRIM (Truth in Millage Bill) Requirements on July 1 20Q3 All available funds were invested with the Florida State Board of Administration Resolution 92-15 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 79 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2004 BUDGET PERFORMANCE INDICATORS ACTIVITY Payroll Checks FY 1999 Actual 2 700 FY 2000 Actual 2 900 FY 2001 Actual 2 886 FY 2002 Actual 2 986 FY 2003 Actual 3 070 FY 2004 Estimated 3100 Accounts Payable Checks 3 500 4 900 3 033 3 148 2 925 3000 Solid Waste Bills 1 313 1 313 1 313 1 292 1 294 1 294 Employees Insurance Premiums $691 398. $725 520 $586 467 $757 181 $403 733 $500 000 Property Liability Premiums $120 085 $93 539 5149 204 $192 158 S322 410 227 878 Manage Investments $5 000 000 $15 0000 000 $25004 84 4 $25 59549 7 $7 262,251 $7 500 000 CAFR Award 1 YES YES YES YES YES Goat Budget Award 2 YES YES YES YES YES Goal AudrtSubmittal May 12 March 19 March 26 March 31 March 31 1 Comprehensive Annual Financial Report Certificate of Achievement (1992 first received) 2 Annual Distinguished Budget Presentation Award (1993 first received) 2004 DEPARTMENTAL OBJECTIVES 8c MANAGEMENT OVERVIEW It is the goal of the Finance and Administrative Services Department to provide the most timely and accurate financial reports and to continue to earn the Annual Gertrftdate of Excellence in Financial Reporting (CAFR) from the Government Finance Officers Association (GFOA) The Finance Department will begin working with department heads in January 2003 in preparation for the Fiscal Year 2004 operating budget It is our goal to obtain the Annual Distinguished Budget Presentation Award from GFOA We plan to maximize interest earnings with minimum risk by investing surplus funds with the State Board of Administration Local Government Surplus Trust Fund Investment Pool as per Resolution 92 16 adopted on April 14 1992 or other cash management options depending on market conditions In order to aggressively collect receivables and identify all Village clients for utility billings the Finance and Administrative Services Department will work with the Dade County Property Appraiser to maintain the most current property listings and assist staff with citizen inquiries on billing and collection procedures providing the most expeditious and accurate service for the Village To ensure Village employees receive the highest quality benefit programs available the Finance and Administrative Services Department reviews the 80 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2004 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 Director 1999 1 2000 1 2001 0 2002 0 2003 0 2004 s ,tA 0 A j Deputy Director 1 1 1 1 1 1 ,„ Assistant - Part Time 0 0 0 0 5 0 0 Admen Assist - Part Time 0 5 0 5 0 5 0 0 0 Total 2 5 2 5 1 5 1 5 1 0 10 FUNDING LEVEL SUMMARY Personnel Expenses Operational Expenses Capital Outlay Total Department FY 1999 FY 2000 FY 2001 FY 2002 FY 2003 2004 % Change from 02-03 $407 364 $455 987 $423 277 $423 863 f',. $364,293 $397 660 8% $59 855 $63 855 $186 884 $185 030 $600458 $641 841 b%. $0 $0 $0 $0 a .50 "SO $467 219 $519 842 $610 161 $608 893 $964 751 $1039 501 3, 7%, BUDGET SUMMARY Administrative Services Budget increased $74 750 from the previous year budget due to merit increases and insurance premiums 81 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2004 BUDGET Administration & Finance i Cateoory Village Manager Housing Allowance Asst to the Manager/Asst Mgr 03 Assistant to the Manager Assistant to the Manager Assistant Director Finance IT Administrator Receptionist Payroll Taxes Retirement Contributions Life Health Disability Insurance Workers Comp Insurance Unemployment Insurance Contractual Services Grant Specialist Contractual Auditors Employee Development Administrative Expenses Insurance Communications Postage Electricity Water & Sewer Maintenance & Repairs Furniture & Fixtures Equipment Supplies Car Allowance Miscellaneous Memberships & Dues Education & Training Travel Appraisers Newsletter/Annual Report Art in Public Places Contingency for Emergencies Budget Actual Adopted Adopted FY 2002 FY 2002 FY 2003 FY 2004 $141 000 $142 261 $128 640 $137 596 $12 000 $5 769 $0 $0 $27 280 $42 287 $50 108 $68 250 $38 757 $0 $0 $0 $31 885 $31 675 $0 $0, $41 003 $43 771 $50 488 $53 012 $50 000 $0 $38 640 $45 520 $19 391 $0 $19 391 $11 737 $21 650 $26 574 $18 985 $21 375 $34 815 $35 955 $32 145 $37 292 $33 708 $35 800 $22 426 $22 426 $1 142 $1 191 $3 434 $452 $432 $199 $36 $0 $65 000 $65 000 $100 000 $100 000 $20 800 $16 000 $20 800 $20 800 $0 $0 $42 500 $61 000 $0 $0 $9 000 $9 000 $35 000 $49 457 $35 000 $35 000 $8 730 $13 125 $16 686 $23 068 $0 $0 $50 000 $50 000 $0 $0 $15 000 $15 000 $0 $0 $7 544 $7 544 $0 $0 $4 628 $4 628 $0 $0 $7 500 $7 500 $0 $0 $5 000 $5 000 $0 $0 $15 000 $15 000 $5 000 $1 710 $35 000 $35 000 $4 800 $4 340 $4 800 $4 800 $1 000 $7 446 $3 500 $3 500 $6 500 $3 357 $6 500 $6 500 $6 000 $4 433 $6 000 $6 000 $3 000 $3 037 $3 000 $3 000 $0 $0 $1 000 $1 000 $0 $0 $12 000 $12 000 $0 $0 $0 $16 500 $0 $0 $200 000 $200 000 Total Administration $608 893 $533 386 $964 751 $1 039 501 ti 82 provide sate,wquality c community nvironment to islanders through responsible government OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2004 BUDGET FUNCTIONAL ORGANIZATIONAL CHART 4, t Village Clerk • The Village Clerk acts as Secretary to the Council by recording and maintaining accurate minutes of the proceedings of the Village Council publishing public notices and maintaining custody of all official records not handled by someone else • The Village Clerk serves as the Supervisor of Elections for the Village • Administers the publication of the Village Code code supplements and the Village Charter • Provides notary services and administers oaths of office to Village officials • Serves as Financial Disclosure Coordinator with the State of Florida Commission on Ethics and serves as the Records Management Liaison with the State of Florida Department of State DEPARTMENTAL DESCRIPTION The Office of the Village Clerk was established on June 18 1991 with the adoption of the Village Charter The Charter prescribes that the Council shall appoint a Village Clerk who shall give notice of Village Council meetings keep a journal of its proceedings and perform such other duties as may be prescribed the by Village Council from time to time 84 OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2004 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 • Administration of the Village page on the Internet s World Wide Web which provides a direct link to important information and documents • Publication of the full agenda packet on the Village s Internet web page The Clerk s Office is staffed by the Village Clerk and a full time Assistant 2004 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 85 OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2004 BUDGET • To process and maintain custody of agreements contracts ordinances resolutions and proclamations • To maintain custody of Village records and coordinate the microfilming and storage of said records • To provide clencal 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 2000 1 FY 2001 1 FY 2002 1 FY 2003 1 FY 2004 1 Staff Assistant- Full Time 0 0 0 1 1 Deputy Clerk - Part Time 0 0 5 0 5 00 0 Staff Assistant - Part Time 0 5 0 0 0 0 Total 1 5 1 5 1.5 2 0 2 0 86 OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2004 BUDGET FUNDING LEVEL SUMMARY Personnel Expenses Operational Expenses Capital Outlay Total Department FY 1999 FY 2000 FY 2001 FY 2002 FY 2003 $71 463 $93 233 $103 208 $112 449 $ 125 836 $86 000 SO $157 463 $82 999 $0 $175 233 $111 934 $0 $215 142 $110 674 $0 $223 123 $179 807 SO $305 643 FY 2004 $130093 $215 671 SO $345 764 % Change from 02-03 3% 17% 0% 13% BUDGET The Village Clerk s budget for Fiscal Year 2004 increased $40 121 over the previous year This increase is due to merit increases and insurance premiums 87 OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2004 BUDGET Village Clerk Budget Actual Adopted Adopted Category FY 2002 FY 2002 FY 2003 FY 2004 Clerk $64 368 $64 097 $68 915 $72,361 Administrative Assistant $25 949 $23 507 $25 107 $26 362 Payroll Taxes $6 909 $6 191 $7 19$ $7 552 Retirement Contributions $7 724 $7 958 $11 283 $11 847 Lrfe Health Disability Insurance $5940 $5400 $11 519 $11 519 Workers Comp Insurance $1 443 $1 499 $1 801 $452 Unemployment Insurance $116 $89 $18 $0 Insurance $8 674 $12 513 $18 135 $24 071 Electricity $0 $0 $7 544 $7 600 Water & Sewer $0 $0 $4 628 $4 500 Maintenance & Repairs $0 $0 $7 500 $7 500 Imaging Equipment/Supplies $5 000 $5 162 $5 000 $5 000 Ordinance Codification $3 500 $2 401 $3 500 $3 500 Indexing Minutes $2 500 $1 489 $2 500 $2 500 Elections $10 000 $44 844 $20 000 $20 000 Election Advertising $0 $0 $30 000 $10 000 Legal Advertising $75 000 $82 139 $75 000 $75 000 Videographer & Equipment $0 $0 $0 $40 000 Video Streaming $0 $0 $0 $6 000 Memberships & Dues $750 $407 $750 $750 Education & Training $2 250 $1 914 $2 250 $2 250 Travel $3 000 $4 428 $3 000 $3 000 Communications $0 $0 $0 $1 000 Capital Outlay $0 $1 479 $0 $3 000 Total Village Clerk $223 123 $265 515 $305 643 $345 764 88 VILLAGE ATTORNEY FISCAL YEAR 2004 BUDGET MISSION. • STATEMENT To seve the public,ofKey Ris dyne y p oviding fair, honest, creatfare and practical legal advice torykhe Village rocee l an+ Village Staff atr�irepresent the -Village iii all legal proceedings.< Organizational Chad I- Citizens/Residents of Key Biscayne J Village Council 4 Weiss Serota Helfman Pastoriza & Guedes, P . 305 -n4 -ono 89 VILLAGE ATTORNEY FISCAL YEAR 2004 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 etnff 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 Pastonzc & 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 90 VILLAGE ATTORNEY FISCAL YEAR 2004 BUDGET The firm provides legal advice and services to 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 Village on a regular basis in the 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 2004 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 91 VILLAGE ATTORNEY FISCAL YEAR 2004 BUDGET RESIDENT'S EXECUTIVE SUMMARY - Village Attorney 4 f 4 G BUDGET SUMMARY The Village Attorney s budget for Fiscal Year 2004 remained the same as the previous year Village Attorney Budget Actual Adopted Adopted Cateaory FY 2002 FY 2002 FY 2003 FY 2004 Legal Fees $175 000 $372 880 $200 000 $200 000 Legal Fees Lawsuits $50 000 $206 040 $100 000 $100 000 Prof Fees Contract Matters $20 000 $0 $25 000 $25 000 Other Professional Fees $5 000 $910 $5 000 $5 000 Court Costs and Fees $1 500 $16 037 $1 500 $1 500 Other Expenses $1 500 $1 258 $1 500 $1 500 Total Village Attorney $253 000 $597 125 $333 000 $333 000 92 DEBT SERVICE FISCAL YEAR 2004 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 410 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 93 DEBT SERVICE FISCAL YEAR 2004 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 Honda N A This` bond is' payable from and secured by a pledge and assignment of proceeds of fhepublic service tax (utility taxes) authorized by Part,ill Chapter 166 Florida Statutes?and received by the Village pursuant ,$o Section.A04; of the Village,/ Chartey and Ordinance 97 12 adopted April 29 1997 The interest is payable semi-annually (June 1 stand December 1st) at a fixed rate of 4 36% the principal is paid December 1st The properly 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 Senes 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 94 DEBT SERVICE FISCAL YEAR 2004 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 $9 987 551 20 year borrowing This being the third in a series of borrowing necessary to complete construction of the Village Civic Center project The loan bears an interest rate at 3 59% for ten years (to 11/1/2012) the initial interest rate period The second interest rate period commences 11/1/2012 until maturity The first principal payment is due August 1 2004 SANITARY SEWER FUND Ordinance 99-9 adopted November 9 1999 authorized the filing of a second amendment to the Sanitary Sewer Loan application (which was approved and executed by the State ($ 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 $770445 A prepayment of $332 000 was paid in Fiscal Year 2003 95 DEBT SERVICE FISCAL YEAR 2004 BUDGET Annual General Fund Debt Service Payment tegory ' Actual 0- )Adopted - 2002 " Adopted2003 �;mAdoMe : a 20 f t ,, Village Green 5 c $1 135,375. $1 131 5,21 4 $1 131285tr. $1 731 285 Civic Center Series 1999 $471 500 ' $471 500 ti $818-131 $818t`3' Civic Center Series 2000 $838400 ' $524 000 n , $524 000 Civic center -Series 2002 : $54081 k $395175'k $895175 Citgo $71 906 $71 906 Total General Fund Debt Service $1 606 875 ,r, $2 495 502 3 $2,940497 - $2,940,497 General Fund issue Date , Amount Series z Rate Outstanding as of 10/1/2002 Principal Payment Interest Payments , " Outstanding as of 9/30/2003 12/14/1993 ~ $9 2 M 1993. 4 360% $2165 000 S1 055 000 $76 285 ' $1 110 000 7/23/1999` $10M 1999; 4715% $10000000 $355000 $463 131 $10000000 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%1 $0 $0 $395 175 $9 987 551 Subtotal S22165000< $1410000, a $1 458 591 $31 097 551 Stormwater Utility Fund 1/25/1999 $72M 1999 4 136% S6 625 000 $195 000 $283 613 $6 430 000 TOTAL VILLAGE DEBT $28 790 000 ` $1 605000 $1 742 204 537 527 551 ING GENERAL FUND DEBT FY ., Village Green Civic Center ' , Sanitary Sewer Outstanding Debt , Limit 1% Available 2003 ' $1 105000 $29 632551 $429 76& $32522 319 $32 599 200 $76 881 2004 - $0 $29161 895 $412,527 $30 924,422 $35 038 932 $4114 510 , 2005 , S0 $28 000 609 $394 841 _ $29 745 450 $36 090 100 $6 344 650 2006 $0 $26 675 086 $376 700 $28 401 786 $37 292 803 " $8 891,017 r- 2007 $0 $25 404 807 $358 091 $27 112 898 $38 411 587. $11 298 689 'Interest ate changes November 1 2012 *The Village is currently rated by Moody s and Standard and Poors 96 5 Building, Zoning, Planning Department Mission Statement To provide the residents of the Village, their architects engineers and contractors with fnendlyand expedient service with the highest degree of professionalism and integrity 97 VILLA GE OF KEY BISCAYNE BUILDING, ZONING AND PLANNING DEPARTMENT ORGANIZATIONAL CHART co cc Bunting Inspecto r Ge ol oe Pe on 365-5508 Chief Building Inspecto r Jo seph Gots • -365324 i Chief Elec trical Inspec tor S onora Cu C.rl. 365-8933 Direct or Jud Kurianch eek , A.I.C.P. 365-5512 Building Official Eugenio Sanfiag a, P .E . 365-9902 C hief Plumbing • Inspecto r John Liia gic n 365-8942 - Chief Mechanical • t n5� C ifif Li dorm ao 5P' L • J thief Permit Clerk ela M artell -Molin a • 365-5501 P ermit Clerk Myr a Stone 365 8938 P ermit Clerk =: Carme n 13oni che _, 365-8916 Permit Clerk J Rec eptionist • - Oria P er ez Pl an Review er Review \a iliam Fen 365-5602 • • Code Enf orcement Officer `:- Nesi ar O!ivei ;: - 365-8917 BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2004 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 Council resolutions memorandums and reports • Prepares and manages the departments budget • Performs assignments at the Direction of the Village Manager • Day to day administration of the Civic Center Project 1 Building Division Administration of the South Honda Budding Code Processing and issuance of budding 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 budding 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 f 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 99 BUILDING, ZONING,FAND PLANNING DEPARTMENT FISCAL YEAR 2004 BUDGET DEPARTMENTAL DESCRIPTION The Department is composed of three (3) divisions Building Zoning and Planning which work together to accomplish the Departments mission statement The Department provides information reports and recommendations relating to thePorderlyfravJtliortd development of the Village to the Council and Manager The Departhe`ht alsopro ic%s Geographic Information Services to other Departments and govetrimentat dgenc es. ; The Building Division s pnmary responsibility is the adm►nistrdtion of the South Florida Building Code Staff provides for the orderly processing of permits performs inspections in a timely and safe manner and insures that construction complies with the provisions of all applicable codes Staff also venfies thaf contractors have the proper credentials and licenses to perform work in the Village The Zoning Division is responsible for reviewing plans for compliance with the Zoning and Land Development Regulations and providing information to residents and architects on the development potential of property This Division also enforces the zoning and property maintenance standards Staff reviews occupational licenses and the permitting of residential commercial offices apartments and condominiums and the auxiliary structures and uses Staff administers change of zoning requests variance applications and prosecution of violators before the Special Master Miami -Dade County Construction Regulation Board and Honda Department of Business Regulations Division of Construction The Division also issues occupational licenses The Planning Division administers the Comprehensive Plan as set forth in Honda Statutes including the processing monitonng and evaluation of amendments to the Plan Concurrency Regulations Developments of Regional Impact and other issues that relate to the overall planning and legislative control of the Village The Division is also responsible for the preparation of new Zoning and Land Development Regulations for the Village consistent with the Master Plan Staff prepares planning studies as directed by the Village Manager ACCOMPLISHMENTS FOR FISCAL YEAR 2002 1 Village Civic Center The Department assisted the Village Managers Office in the day-to-day administration of the implementation of the Village Civic Center Project This effort includes the preparation of resolutions dealing with the Civic Center Master Plan Staff was responsible for the administration of the Guaranteed Maximum Pnce (GMP) for the infrastructure work (above and below grade) and the Community Center Staff assisted the Building Review Committee and the Recreation Committee in their deliberations relating to alternate floor plans site plans and cost estimates The Administration/Police Building and the Fire Station received building permits and 100 BUILDING, ZONING, AND PLANNING&DEPART/4NT FISCAL YEAR 2004 BUDGET construction commenced on April 30 2001 Staff also provided inspections and plan review functions associated with the construction of these buildings These two buildings will be completed in the fall of 2002 2 New Zoning Regulations Staff prepared and Council adopted new single family and duplex zoning regulations The regulations better integrate new homes into neighborhoods that are primarily developed with smaller homes The regulations reduced the overall height of buildings increased open space (setbacks) and required vaned designs Staff developed an innovative approach that uses design bonuses after an extensive public participation program that involved a citizens committee workshops and public hearings 3 Completion of the Ocean Club and Grand Bay Developments of Regional Impact (DRI) Projects The construction of the last two high rise apartment towers at the Ocean Club was completed The last two mid -rise buildings are under construction and will be completed in the fall 2003 The Grand Bay DRI including The Ritz Carlton Resort Hotel Grand Bay Residences Tower 2 and all of the single-family homes was also completed in FY 2002 4 Soccer/Baseball Fields The Department assisted the Council in developing soccer/baseball playing fields at 200 Crandon Boulevard This work involved negotiating the lease preparation of plans and development of the site 5 Design of Landscaped Areas Staff prepared landscape plans and assisted in the planting of 8 landscaped areas and small-scale pedestrian plazas throughout the Village This work also involved close coordination with adjacent homeowners neighborhood groups and/or condominium associations 6 Village Green Fountain Through a private donation of funds the Staff assisted in the planning design bidding and construction of a fountain in The Village Green This work involved close coordination with the donor 7 Mashta Island Entrance Fountain The Staff assisted in the planning design bidding and construction of a fountain at the entrance to Mashta Island This fountain was jointly funded by the Village and the Mashta Homeowner's Association This work also involved close coordination with the homeowner's association 8 Storage and Scanning of Plans With the exception of active permits all of the building plans have been placed in a warehouse off the island in a hurricane resistant building These stored plans were bar coded and inventoried for retrieval purposes All projects that receive Certificates of Occupancy and Certificates of Completion are now scanned on CD ROMs Nearly 50% of all plans that received a building permit since the Village was incorporated have been scanned 101 B=UILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2004 BUDGET 9 Political Sign Ordinance New regulations were prepared and adopted by the Village Council The regulations significantly reduced the size of political signs 10 Clean-Construchon Sites' Staff implemented a Construction Clean Site Program that involves tours of construction sites and placement of red vinyl coated fencing around sites for safety purposes Staff requires the placement of six (6) ft chain link fences and screening on sites that require a higher level of construction mitigation 12 Revenue and Expense Methodology On September 24 2002 the Village Council adopted a new building permit fee schedule The new fees were based on the cost of Issuing permits and increases in the cost of living since the previous fee ordinance was adopted nearly three years ago Resolution 2002-45 which memonalized the adoption of the new fees established the policy thatithe cost of operating the Building Division should be based on revenues and staffing required in order to provide a high level of service to our customers and citizens with minimal funding from the General Fund As the Planning and Zoning Divisions provides services to all citizens it should be substantially funded by the General Fund with minimal revenue from fees PERFORMANCE INDICATORS ANNUAL (FY 2001) COMPARISON OF INSPECTIONS AND PERMITS Based on similar sized municipalities in Miami -Dade County the Village has the highest number of number of permits and inspections per capita The following table compares inspections and permit activity for these municipalities Municipality Aventura Population 2000 Census 25 267 Number of Inspections 15 757 Number of Inspections Per Capita 62 Number of Permits Issued 4 377 Number of Permits Per Capita 17 Ke Bisca ne 10 507 15 260 1 45 2 408 23 Miami S•iin•s 13712 3845 28 1866 14 North Ba Villa•e 6 733 629 09 304 05 South Miami 10 741 3 214 30 1 385 13 Inrillilli 15 315 2 493 16 964 06 Permits Inspections Occupational Licenses and Enforcement Activity The following table tracks permits inspections occupational license and enforcement activity The data indicates that the permit activity peaked with the construction of the 102 1� BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2004 BUDGET Ocean Club and Grand Bay projects The Grand Bay project was completed in FY2001 The remaining four buildings at the Ocean Club received budding permits FY2001 and are under construction As such the number of inspections remained stable in FY2002 when two of these will be completed The other two buildings will be completed in FY 2003 The number of occupational licenses and Certificates of Use also peaked In FY 2002 as office and commercial uses at the Ritz Hotel and Ocean Club were occupied Also Offices by the Sea (Old Pankey Building) at 240 Crandon Boulevard was converted to multiple office tenants that contnbuted to additional office space Code Enforcement activity increased by 32% as the Department assigned a full -lime staff member to this effort This was necessary in order to maintain the high quality of life on the island and in response to the vl age Council s direction to focus attention in this area 'i9c.. mss., .A M E' YJ! .ra. _ }( 3+ 3✓' Master Permits 1 854 1 200 1 005 753 496 462 Trade Permits 1 603 1 651 1,403 1 050 1 786 1 000 Inspections 7 176 13 528 15 260 15 000 15 110 13,000 Certificates of Use 85 116 63 75 55 70 Occupational Licenses 409 576 565 625 824 850 Code Enforcement Activity (Building and Zoning) 455 802 864 800 1 238 1 500 2003 DEPARTMENTAL OBJECTIVES AND MANAGEMENT OVERVIEW The Department's objectives are characterized on the basis of Customer Service Revenue Generation Large Construction Management and Planning Customer Service The Department's mission statement establishes customer service cis our highest pnonty In support of this objective in FY 2003 our citizens will be able to view budding permit data inquire as to the status of permit applications and inspections and submit minor permit applications and pnnt permits from their homes or offices This new technology utilizes the Internet through the budding permit system that was installed last fiscal year 103 BUILDING, ZONING, AND FLAMING D-EPARYMENT FISCAL YEAR 2004 BUDGET We will also continue in our long-term objective to place all building plans on CD-ROM In if 2003 we project that 75% of all plans will be placed on CD-ROM We will also continue to bar code and warehouse plans for work that has been completed The latter provides for same or next day retneval The CD-ROM allows citizens to WWI and pnnt plans in the office but at a reduced scale The Internet CD-ROM and bar coding are designed to provide better service to our citizens The Internet provides a new technology at no cost to our citizens and at a small expense to the Department Revenue Estimate On September 24 2002 the Council adopting Resolution 2002-45 which adjusted the building permit fee schedule based on the cost of operating the Building Division This Resolution acknowledged that the cost of funding Building Division should be pnmanly from permit fees as this Division provides services that are almost exclusively associated with those persons involved with construction A small portion of funding the Building Division, should be from the General Fund in recognition that services are provided to adjacent property owners who are impacted by the aforementioned construction The Resolution also found that the cost of operating Planning and Zoning Divisions should be substantially from the General Fund with only a small portion from fees This was determined as the Planning and Zoning Divisions provide services to the entire Village The largest contnbutors to permit revenues have been the Ocean Club and Grand Bay Projects The entire Grand Bay project was completed and the final Certificate of Occupancy was issued in FY 2001 The Ocean Club has four buildings that received building permits in FY 2001 and each of these buildings were under construction in FY 2002 The two high nses were completed last fiscal year In FY 2002 trade permits Were issued for the two mid nse buildings FY 2002 had a significant increase in inspections for these buildings The two mid-nse buildings are projected to be completed in the Spnng of FY 2003 Fees collected for -these buildings were received in FY 2002 Nevertheless the expenses associated for plan review permitting and inspections occur in FY 2003 although the revenue was received in FY 2002 The construction of the Civic Center commenced on Apnl 30 2001 In FY 2001 Master Building Permits were issued for the construction of the Fire Station and Administration/Police Buildings Additional revenue will be generated in FY 2002 for the Trade Permits These two buildings will be completed in the fall of FY 2002 The Recreation Center is expected to begin construction this fiscal year It is anticipated that this building will be completed in FY 2004 The Department will continue to receive permit fees from new owners of condominiums in the Grand Bay Ocean Club and the other buildings in the Village New owners often replace kitchens and bathrooms They also rearrange the floor plan This work requires building plumbing mechanical and electrical permits As such the revenue projection 104 BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2004 BUDGET anticipates the same level of permit activity for multiple Tamity buildings -Tess Tees associated for new construction The pace of new construction and renovation of single- family homes is dependent on the local economy and to some extent the political stability of governments in Central and South America Our revenue estimate for single family and duplex construction is based on the same construction activity that occurred in FY 2001 and FY 2002 There is only one vacant site remaining in the Village that can accommodate a new commercial development This is the Scharenberg property at 200 Crandon Boulevard The project received site approval in FY 2001 but construction was delayed due to a lawsuit Our revenue estimate for FY 2003 does not include construction and permit fees for this project In recognition of the expected level of building permit activity FY 2003 shows a reduction in staffing (4 part time inspectors and 1 full time clerical position) for the Department This represents the first reduction since the Department was created shortly after incorporation in 1992 Staff will closely monitor revenues expenditures building permit activity and the number of inspections for purposes of determining the appropnate staffing levels and to maintain the highest level of service to our citizens In FY2003 it is estimated the Department will receive $982 885 in fees These funds will be supplemented from an account entitled ' Designated for Inspector Fee" This account was established several years ago and reserved for the Department when construction work was permitted in a year and inspections occurred in the following year In this instance fees were collected for the iwo Ocean Club buildings and other much smaller projects in FY 2002 even though costs associated with these permits and inspectors will continue into FY 2003 This situation was anticipated In order to provide sufficient funding for the Department $275 000 was set -aside in the 'Designated for Inspector Fee" account (funds collected by the Department in previous years and reserved for this year) The Department has other funding sources Funding from these sources is estimated at Occupational Licenses- $85 000 Zoning Hearing Fees- $2 500 Certificates of Occupancy- $10 100 and Code Violation Fines- $10 100 Staff projects the Department will receive $982 885 in fees combined with a $275 000 contribution from the "Designated for Inspector Fee Account' for total revenue of $1 255 385 Total expenditures are projected at $1 250 330 As such the Department will not require funding from the General Fund Large Construction Management There are two large projects that require monitonng by the Village The first is the Ocean Club which is a Development of Regional Impact (DRI) Staff must continue to monitor this project for compliance with the Development Order Two buildings are under construction during FY 2003 The second large project is the Village Civic Center This project includes the Fire Station Administration/Police Building Recreation Center and related infrastructure The first two buildings will be completed in the fall of FY 2002 If construction of the Recreation Center starts this fiscal year it will be completed in FY 2004 The Department is responsible for the day-to-day 105 BUILDING, ZONING; AND PLANNING DEPARTMENT FISCAL YEAR 2004 BUDGET coordination of the Civic Center building permits and inspections Manning During the last fiscal year the Department was successful in obtaining approval from the Miami -Dade County Commission to fund a Streetscape Plan for Crandon Boulevard The County and the Village will have set aside funding the planning study, however the Village will administer the contract The preparation of the -Plan will include several opportunities for public input from our citizens including hearings before the Village Council and County Commission It is envisioned that the plan will recommend a vanety of improvements related to crosswalks signalizafian landscaping medians improved pedesfnan safety and wider sidewalks etc This work was started in the summer of FY 2003 and will be completed in FY 2004 OBJECTIVES A Customer Service 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 b c d e f g Walk through permits Rooting fence and dnveway permits Trade permits Inspection requests Apt/Condo remodeling New construction additions intenor remodeling of single family homes Large projects not included above same day service 1 day 1 day next day service 1 - 5 days 14 days new construction 10 days for others 20 - 30 days depending on complexity 3 Scanning of Plans on CD ROMS Scan all plans that receive a Certificate of Occupancy or Certificate of Completion Plans will be scanned within 30 days of the date a Certificate of Occupancy or Certificate of Completion is issued It is our objective to have scanned 75% of all plans that were permitted since 1992 Presently 50% of the plans have been scanned 4 Bar Coding of Plans Upon the issuance of a C 0 inventory and bar code all plans 106 BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2004 BUDGET B Revenue Generation 1 Occupational License Ordinance The Village adopted an Occupational License and Fee Ordinance in 1992 Pursuant to State Statutes in 2002 the Village Council increased fees by the maximum 5% This was the first time fees were increased Staff will initiate a program to insure alt businesses have the proper licenses 2 Budding Permits Staff will closely monitor revenue expenditures number of permits and inspections to insure that staff is available to maintain the high level of service to our citizens C Large Construction Management 1 DRI Project Monitonng Continue mon►tonng the Ocean Club Project to insure compliance with the Development of Regional Impact (DRI) requirements The montonng of the DR is an on -going process 2. Implementation of the Village Civic Center Assist the Village Manager's Office in the implementation of the Village Civic Center Master Plan The Fire Station and Administration/Police Building were completed in 2002 Infrastructure for the Civic Center project will continue into the first quarter of FY 2003 The Recreation Center is expected to begin construction this fiscal year D Planning 1 Crandon Boulevard Streetscape Plan Prepare a Streetscape Plan for Crandon Boulevard from the entrance of the Village to the State Park The plan will include but will not be limited to traffic improvements s►gnalization crosswalks landscaping sidewalks pedestrian amenities bicycle path and hghting 2 Femwood Road Design Guidelines Prepare design guidelines for the PS Parkside Zoning District along Fernwood Road This area functions as a transitional zone between the more heavily developed sites on Crandon Blvd and the single-family homes to the west Design guidelines will maintain the style of architecture that was anticipated when this area was rezoned 107 BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2004 BUDGET ANNUAL COMPARISON OF STAFFING Director Building Official Building Assistant Receptionist (a) Permit Clerk Chief Permit Clerk Assistant Permit Clerk Administrative Assistant Plan (Zoning) Reviewer (b) 10 10 10 10 10 10 00 10 10 10 0 00 0 00 10 10 10 00 10 10 Code Enforcement Officer 1 0 1 0 Sr Code Enforcement 00 00 Planner (1 0) 0 0 Community Assistant Chief Building Inspector (c) Chief Electrical Inspector (c) Chief Plumbing Inspector (c) Chief Mechanical Inspector (c) Building Inspector (c) Inspectors (4) Part Time (d) 10 10 10 10 10 10 10 10 10 10 10 10 20 20 10 10 0 0(e) 10 2 0(e) 1 0(e) 0 0(e) 00 10 0 0(f) 1 0(f) 00 10 10 10 10 10 10 20 kN 10 10 10 10 00 00 0(g) 1 0 3 0(g) 2 0 10 10 00 00 00 00 10 10 00 00 10 10 00 00 10 00 10 10 10 10 10 10 10 10 10 10 20 00 10 10 00 05 20 10 00 00 10 00 10 00 00 10 10 10 10 10 00 Notes (a) Transfer from Village Manager's Budget (b) Position combined the functions of Admin stmtive Ass stant and a contract employee (c) In FY99 the status of these employees changed from contract to regular" (d) Five (5) employees compensated on a contractual basis (e) Assistant Permit Clerk and Bu Id ng Assistant positions re -class fled to the Perm t Clerk Present Permit Clerk employee re-classified to Chief Permit Clerk These changes pro ide flexibility in work assignments respons bilabes and promotional opportunities (0 Code Enforcement Officer position re-classified to Senior Code Enforcement Officer (g) Re-classify the Receptionist post on to Perm t Clerk This change provides flexibility n work ass gnments responsibilities and promotional opportunities 108 A BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2004 BUDGET FUNDING LEVEL SUMMARY Personnel Expenses FY 19999 $871 922 FY 2000 $923 302_ FY 2001 $1 100 845 FY 2002 $1 192 393 FY 2003 $1 081 373 FY 2004 $1 123 377 %Change 45 Operational Expenses $230 140 $309 360 $186 105 $175 974 $168 957 $176 685 45 Capital Outlay $0 $0 $0 $0 $0 $0 05 Total Department $1 102 062 $1 232 662 $1 286 950 $1 368 367 $1 250 330 $1 300 062 45 BUDGET SUMMARY The total increase in the FY 2004 budget will be $42 004 or 4% The change is due to an increase in personnel expenses an increase in employee insurance benefits 109 BUILDING ZONING & PLANNING DEPARTMENT FISCAL YEAR 2004 Category Director Building Official Chief Permit Clerk Permit Clerk Receptionist/Permit Clerk Permit Clerk Plan Reviewer Sr Code Enforcement Officer Community Assistant Chief Building Inspector Chief Electrical Inspector Chief Plumbing Inspector Chief Mechanical Inspector Building Inspector Inspectors (Part time) Overtime Salaries Payroll Taxes Retirement Contributions Life Health Disability Insurance Workers Comp Insurance Unemployment Insurance Master Plan Professional Services Special Masters Contractual Services Communications Insurance Maintenance & Repairs Printing & Postage Electricity Water & Sewer Electronic Scanning Supplies Membership & Dues Education & Training Mileage Car Allowance Miscellaneous Equipment $51 275 $200 $22 703 $1 759 $5 117 $6 306 $9 314 $0 $0 $46 051 $12 077 $2 697 $3 919 $391 $0 $0 $962 Actual FY 2002 $105 847 $94 541 $35 914 $28 468 $22 428 $25 039 $59 341 $8 880 $1 009 $68 244 $71 657 $68 244 $68 244 $58 452 $82 712 $41 853 $62 627 $84 322 $64 765 $48 874 $711 Adopted FY 2003 $112 271 $100 087 $38 014 $30 421 $22 357 $28 543 $62 810 $38 966 $0 $72 266 $75 879 $72 266 $72 266 $60 953 $2 500 $5 000 $57 590 $94 452 $75 991 $58 577 $164 $0 $1 000 $25 000 $7 000 $25 000 $3 150 $18 135 $14 000 $7 500 $7 544 $4 628 $20 000 $10 000 $5 000 $6 000 $3 000 $0 $2 000 $10 000 Adopted FY 2004 $112 273 $105 091 $39 915 $31 942 $11 737 $29 970 $65 951 $39 472 $0 $75 879 $79 673 $75 879 $75 879 $63 180 $18 000 $5 000 $61 653 $99 170 $75 991 $56 712 $0 $1 000 $25 000 $7 000 $20 000 $3 150 $24 071 $14 000 $7 500 $7 544 $4 628 $20 000 $12 000 $5 000 $6 000 $3 000 $4 800 $2 000 $10 000 Total Building Planning & Zoning $1 264 944 $1 250 330 $1 300 062 110 FIRE RESCUE DEPARTMENT FISCAL YEAR 2004 BUDGET MISSION ,STATEMENTt, `To•.contribute toga"safe,. quality community; environment for Islandersthrough responsible Fire Rescue Services. DEPARTMENTAL ORGANIZATION CHART Director of Public Safety 365 8999 r ' Deputy Director Of Fire Rescue 365 8988 Assistant Fire Marshal 365-8987 111 r Administrative Assistant 365 8989 EMS I Coordma or 365 898 FIRE RESCUE DEPARTMENT FISCAL YEAR 2004 BUDGET FUNCTIONAL ORGANIZATIONAL CHART Office of the Public Safety Director • Responsible to Village Manager for Fire + Coordinates with other Local State Rescue Emergency Preparedness and and Federal agencies Recovery • Oversees budget monitors and • Administers all Departmental processes all expenditures functions assisted by the Deputy Fire Chief and an Administrative Assistant • Coordinates with other Departments and oraanizations • Administrates personnel functions • Maintains and manages all records and reports 1 Office of the Deputy Director of Fire Rescue • Responsible to Village Fire Chief for Fire Prevention Emergency Medical Services Research and Development and Training • Oversees and coordinates day to day administrative and emergency services delivery • Reviews and revises operational • Serves as Village Fire Marshal procedures • Directs the Assistant Fire Marshal • Serves as Fire Department Accreditation Manager • Directs the Administrative Operations and Medical Services Division of the Department Office of the Assistant Fire Marshal • Responsible to Village Deputy Fire 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 at the Direction of the Village Manager + Coordinates with other Local State and Federal agencies on Fire and Life Safety issues Office of the Emergency Medical Services Coordinator • Responsible to the Village Deputy Chief • Responsible 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 FIRE RESCUE DEPARTMENT FISCAL YEAR 2004 BUDGET DEPARTMENTAL DESCRIPTION The Fire Rescue Department became operational and assumed fire rescue service from Miami Dade County on October 1 1993 and is a full service Department This means that Fire Rescue personnel perform a number of functions in addition to traditional fire suppression The most obvious is emergency medical responses This function involves employing paramedics skilled not only in determining the severity of patient injury or illness using sophisticated tools and methods but also administering the required life saving techniques such as cardiac pacing intubating and defibrillating until the patient can be admitted to the appropnate 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 appropnate codes and to provide needed familiarization for the Fire Rescue crews who may be required to fight fires in any one of them Fire Inspector state certification is currently held by twenty one (21) members of the Department Inter governmental support from the City of Miami is an essential component of the Villages Fire Rescue Department Through an Automatic Aid and Ancillary Services Agreement the City of Miami provides emergency back up services and several key support functions for Village Firefighter/Paramedics This partnership has also led to the establishment of the Switch With Another Paramedic Program (SWAP) that allows Village Firefighter/Paramedics to ride on City of Miami Fire and Rescue calls in order to enhance and maintain their skills The original five (5) year agreement became effective on October 1 1993 at a cost of $402 000 per year Resolution No 98 13 adopted by the Village Council on April 16 1998 and Resolution No 98 555 adopted by the City of Miami Commission on June 9 1998 provided for a second five year contract This contract became effective on October 1 1998 and runs through September 30 2003 for a fixed fee of $460 000 annually or $38 333 monthly 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 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 Flonda to achieve this recognition On August 6, 2001 at the semi annual Commission meeting held in New Orleans Louisiana the full Commission voted unanimously to accept the Department s Statement of Findings on our Annual Compliance Report thus continuing the Departments Accredited Agency 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) 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 113 FIRE RESCUE DEPARTMENT FISCAL YEAR 2004 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 quahty 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 Director of Public Safety a Deputy Director of Fire Rescue an Assistant Fire Marshal an Emergency Medical Services Coordinator an Administrative Assistant three (3) Fire Captains three (3) Fire Lieutenants and twenty-four (24) Firefighters/Paramedics All of the sworn personnel under the rank of Deputy Fire Chief are State Certified Paramedics We are the only Fire Rescue Department in South Florida with this distinction PERFORMANCE INDICATORS Emergency call volume for calendar year 2002 broke down as follows nine hundred and seven (907) medical calls for service and eleven hundred fifty one (1151) fire related calls for service totaling two thousand and fifty eight (2058) emergency responses For FY 2003 medical calls for service totaled nine hundred and twenty four (924) with eleven hundred and forty eight (1148) fire related calls for service Since inception of the Fire Rescue Department emergency responses have increased overall by three hundred and forty percent (340%) The Fire Rescue Department continues to provide for an excellent response time under three (3) minutes while maintaining a minimum on duty staffing of seven (7) or more Firefighter/Paramedics at all times Dunng the 2002-2003 fiscal year the Department continued to provide the same excellent level of service as has been provided in years past Strong emphasis and commitment continues toward the Department s highly successful public service programs such as citizen CPR classes first aid classes blood pressure testing and school age fire safety training and education The Department continues to participate in an extensive fire prevention inspection program in all high rise and mercantile structures as well as the challenges offered by new construction projects Fire Inspector state certification is currently held by twenty one (21) members of the Department The Department has increased its response to coastal water type emergencies with the addition of a quick response water vessel The Department will continue teaching Village residents the Community Emergency Response Team (C E R T ) program After becoming the first Fire Rescue service in the State of Florida to be Accredited by the Commission on Fire Accreditation International (C FA I) the Department continues its 114 FIRE RESCUE DEPARTMENT FISCAL YEAR 2004 BUDGET commitment towards excellence by preparing for the annual audit of our programs to maintain the Accredited Agency Status In June of 2003 the CF A I sent into the Village a newfour(4) person Peer Assessor Team to again evaluate the programs and services of the Department with the intention of recommending Re Accreditation Status On August21 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 115 FIRE RESCUE DEPARTMENT FISCAL YEAR 2004 BUDGET 2 minutes 48 seconds k4MS r PMMItt 200.0 200V7P Attualci 201:62007' p ctWai 2 minutes 50 seconds 3 minutes 2 minutes 58 seconds ,2minutes 48r seconds 186 Exchanges5 201 Exchanges 90 Exchanges 47 Exchanges 16 Exchanges 189 Inspections4 558 Inspections4 426 Inspections , 840 Inspections 307 Inspections 8 Inspections 7 Inspections 50 Inspections 0 Inspections 0 Inspections 760 Hydrant Inspections 225 Hydrant Inspections 9 Hydrant Inspections 249 Hydrant Inspections 4 Hydrant Inspections 1 Complete Fire Hose Test 2 Complete Fire Hose Tests 1 Complete Fire Hose Test 1 Complete Fire Hose Test 3 Complete Fire Hose Tests 135 People Enrolled 133 People Enrolled 110 People Enrolled 117 People Enrolled 203 People Enrolled 48 Citizen CPR and Accident Prevention Classes reaching 288 residents3 92 Citizen CPR and Accident Prevention Classes reaching 3982 residents3 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 1 Physical Fitness Test For each Firefighter 1 Physical Fitness Test For each Firefighter 1 Physical Fitness Test For each Firefighter 1 Physical Fitness Test For each Firefighter 1 Physical Fitness Test For each Firefighter 3072 hrs of drill 3072 hrs of drill 3072 hrs of drill 3072 hrs of drill 3072 hrs of drill 3072 hrs of school 3072 hrs of school 3072 hrs of school 3072 hrs of school 3072 hrs of school 868 1051 1050 1114 1148 704 783 930 959 924 356 365 450 432 427 Fire Incidents nciude a vanety of situations including response to structure fires vehicle fires automatic alarms smoke scares and all other incidents other than medical situations 2 Inspection Ac vity includes Hi Rise Commercial Construction Educational and Special Hazard sites This number includes Risk Watch presentations in the grades Pre K K 1n 3'" & 6th Number of inspections lower due to fewer reinspechons and more buildings in compliance 116 FIRE RESCUE DEPARTMENT FISCAL YEAR 2004 BUDGET 2004 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 will enhance the level of fire and rescue services to the residents and visitors of the Village 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 CFA I 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 cntical element in the assessment of a delivery system is the ability to provide adequate resources for fire combat situations Each fire emergency requires a vanable 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 the FY 2003 Budget process Village Council approved the leasing of with a purchase option two (2) new fire trucks one (1) Pierce Dash Pumper and one (1) Pierce Dash 61 Skyboom Delivery and acceptance of these vehicles took place in September of 2003 In March of 2001 the Federal Emergency Management Agency and the United States Fire Administration announced the implementation of a $100 million Assistance to Firefighters Grants Program The program provided an opportunity for fire departments from across the nation to apply for grants in six (6) categories Grants were to be awarded through a competitive evaluation process In September the Fire Rescue Department was notified that the grant application submitted under the category of Fire Prevention would receive a grant award totaling $98 887 00 This grant was one of only two hundred and nine (209) granted nationwide The grant amount was ninth (9th) in the nation for total amount and the largest such grant in the State of Flonda 117 FIRE RESCUE DEPARTMENT FISCAL YEAR 2004 BUDGET The Department has applied for a third Assistance to Firefighters Grant to implement communication improvements which will enhance the safety and secunty of Fire Rescue personnel Radio interoperability with all surrounding Departments and agencies1/4eanpther°key component of this request 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 During the budget process for FY 2003 Village Council approved the position of Assistant Fire Marshal to the Departments Table of Organization This position serves both the Village and the Department by performing plan review life safety inspections public education presentations and serves as the Village s Public Information Officer In March of 2003 Village Council approved a Professional Services Agreement fora Consultant to review assess and make recommendations on current and future staffing needs of the Fire Rescue Department In addition the Consultant was directed to prepare a financial analysis of the current Automatic Aid and Ancillary Fire Services Agreement between the City of Miami and the Village of Key Biscayne In May of 2003 Village Council approved a recommendation from the Departments Medical Advisor to add the position of Emergency Medical Services Coordinator to the Department sTable of Organization This position serves both the Village and the Department by serving as a Quality Assurance and Management Officer as well as a Paramedic Instructor The Department will continue our commitment toward public fire safety education with its annual residential home safety surveys offered to all single family and duplex occupancies Members of the Department participate in Fire Safety Skits during the Children s Fire Safety Festival which reaches approximately 3 000 Dade County school age children Approximately 350 Key Biscayne children participate in a Fire Safety Puppet Show and tour of the Fire Rescue Department as part of National Fire Prevention Week Members of the Department will also be making Risk Watch presentations to all 4th 5th and 6th graders This very successful program is entering its fourth year Key Biscayne is the only South Florida community where the program is offered in every educational institution The Department will continue to enhance the quality of life for its residents by continuing to offer Citizen CPR First Aid and Accident Prevention classes The Department participates in the Miami Dade County Elder Links program The Fire Station is an authorized SAFEPLACE for those young individuals needing this program 118 FIRE RESCUE DEPARTMENT FISCAL YEAR 2004 BUDGET 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 at the Village Civic Center and the Ocean Club of Key Biscayne as completion nears 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 RESIDENTS EXECTIVE SUMMARY - Fire Department FUNDING LEVEL SUMMARY FY 2000 FY 2001 FY 2002 FY 2003 FY 2004 % Change from 03-04 Personnel Expenses Operational Expenses Capital Outlay Total Department 2 538 082 2 565 670 2 752 019 3 138 725 3 384387 683 847 $0 3 221 929 675 054 $0 3 240 724 660 077 $0 3 412 096 912 960 $0 4 051 685 914 597 $0 4 298 984 c 7% 0 2% $0 6% Authorized Positions Fire Chief PERSONNEL 1998 1999 SUMMARY Fiscal 2000 Yeas 2001 2002 2003 2004 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 0 0 1 0 1 0 EMS Coordinator 0 0 0 0 0 0 1 0 Administrative Assistant 1 0 1 0 1 0 1 0 1 0 1 0 1 0 Fire Captain 30 30 30 30 30 30 30 Fire Lieutenant 3 0 3 0 3 0 3 0 3 0 3 0 3 0 Firefighter/Paramedic 24 0 24 0 24 0 24 0 24 0 24 0 24 0 EMT 00 00 00 00 00 00 00 Total 33 0 33 0 33 0 33 0 33 0 34 0 35 0 BUDGET SUMMARY The total increase in the FY 2004 budget will be $247 299 or 6% The change is due to an increase in personnel expenses resulting from merit increases personnel increase and added line items to the Department from Non Departmental and the fire truck lease 119 FIRE RESCUE DEPARTMENT FISCAL YEAR 2004 BUDGET Category Fire Chief Chief Housing Deputy Fire Chief Fire Captains Fire Lieutenants Firefighters/Paramedics Administrative Assist Salaries Overtime Off duty Employment Holiday Pay Incentive Pay' Acting Supervisor Pay Vacation Excess Pay Payroll Taxes Retirement Life Health Disability Insurance Workers Comp Insurance Unemployment Insurance Recruiting & Physicals Employee Wellness Program Consultants Fee Automatic Aid Agreement Fire Rescue Safety Materials ALS Licenses Fire Safety Communications Postage Utilities Electricity Fire Truck Lease Insurance Maintenance & Repairs Printing Supplies Equipment EMS Grant 2 Linen Supplies Uniforms Vehicle Maintenance Fuel Photpgraphy Small Tools/Consumables Miscellaneous Memberships & Dues Education & Training Fire Rescue Facilities Fire Rescue Vehicles Fire Rescue Equipment Total Fire Rescue Actual 2003 $116 309 $12 037 $84 300 $238 639 $211 636 $1 283156 $30 820 $197 733 $0 $35 366 $11 489 $10 871 $0 $167 125 $221 491 $203 312 $76 256 $1 094 $11 282 $3 305 $0 $460 000 $11 488 $250 $7 362 $362 $5 916 $10 593 $0 $48 753 $8 686 $714 $8 810 $37 340 $487 $28 363 $3 021 $212 $595 $1 820 $10 538 $4 138 $47 726 $12 782 $3 359 $44 342 Adopted 03 Adopted 04 $123 416 $133 553 $12 000 $0 $89403 $98 567 $254 006 , $266 609 $224 064 $391 287 $1 369 118 $1 271 798 $32 982 $37 611 $77 000 $80 000 $5 500 $5 500 $66 000 $81 188 $22 320 $22 320 $6 000 $6 000 $85 000 $85 000 $177 042 $189 773 $252 599 $293 666 $241 851 $241 851 $91 415 $122 127 $309 $0 $7 700 $16 000 $1 000 $1 000 $20 000 $10 000 $460 000 $500 000 $10 000 $10 000 $3 600 $3 600 $10 380 $15 000 $500 $500 $9 885 $9 885 $33 862 $33 862 $117 000 $117 000 $60 983 $57 536 $39 500 $39 500 $1 000 $1 000 $9 000 $9 000 $6 500 $6 500 $1 000 $1 000 $38 000 $40 000 $5 000 $5 000 $750 $750 $1 000 $1 000 $2 000 $2 000 $4 000 $6 000 $3 000 $3 000 $35 000 $40 000 $10 000 $12 000 $4 000 $4 000 $27 000 $27 000 $4 051 685 $4 298 984 120 $3 673 874 POLICE DEPARTMENT FISCAL YEAR 2004 Police Depa Fiscal Year 2004 Budget Police Department Mission Statement TO WORK IN PARTNERSHIP WITH THE COMMUNITY WE SERVE TO SOLVE PROBLEMS AND RESOLVE CONFLICTS THIS WILL BE ACCOMPLISHED BY PROVIDING COURTEOUS, COMPETENT AND EFFECTIVE DELIVERY OF LAW ENFORCEMENT SERVICES IN A FAIR AND IMPARTIAL MANNER. 121 POLICE DEPARTMENT FISCAL YEAR 2004 DEPARTMENTAL DESCRIPTION In 1992 and 1993 when the Department was formed the Community and Council made it clear that they were dissatisfied with the County s style of police service Offen ,`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 very beginning has been to respond as quickly as possible to all calls and fake our time to help wrth the problem and try to resolve the issue This is a form of community policingOur Mission Statement reads "To wtork in partnership with the community we serve to solve problems and resolve conflicts This will be accomplished by providing courteous competent and effective delivery pf law enforcement services in a fair and impartial manner This style of policing requires offl`cers to be on calls for an extended period of time and often they are tied up also at the station spending extended amounts of time with residents»on the telephone trying to assist them with their problems or inquiries This style pf policing has been well accepted and appreciated by a,ur residents The Key Biscayne' Police pepartment is a full service police agency which' began operations Irr Mardhiof 1993 its structure is divided into two divisions The Operations Division headed bylthe,Deputy Chief' of ,Operations consists of fiffeenlpatrot!officers three Sergeants ,and three Lieutenants, all of which are divided into)i'hree shifisitP ittiwork 7 00 a m to13[ 0!1 p m 3 ()Clip m, to ,1»:00 p m and 11 00 p m to 7 00 a m Tbrs,, s sion is also the home oforre beteptivezergeant and Iwo investigators The'Operation iD"i�Yrsion responds to iijjiiial calls i' service, and Initial' investigations The Administrative Division headed by e Dipu ;iChief of 'Administration is the support services sectioi i of the department.ir ,itconpists of, hb one Sergeant one School Resource/b ARE otfiaer five Dispatchers lour Ptiblid Sevice,Ardes rand five part time CrossinglGuards This 'division conducts internal , ihvebti itionsl coordinates i treiinrng I reviews reports accounts for property and e;iridencehan idoordintatestall crime prevention activities The Office of the Director Of Public Safety administers and coordinates the overall police operation with the Director reporting directly to the Village Manager regarding all mailers of public safety The Director two Deputy Chiefs one Lieutenant one Records Manager and one Administrative Aide coordinate recruiting hiring and training and maintain and distribute all reports and records for the police department This office also coordinates the department s accreditation process, Members of this office handle all special investigations coordinate with local, state and federal law enforcement agencies the prosecutors and the [courts They maintain the budget handle the purchasing and personnel processes and coordinate programs with government business homeowners and our schools Educational media releases and videos are prepared for our local cable access channel and the schools on the island They also oversee the patrol and support services divisions 122 POLICE DEPARTMENT KEY BISCAYNE POLICE DEPARTMENT ORGANIZATIONAL CHART FY 2004 • Direct or of Public Safety Deputy Chief of Operations 1 Atlm N h efty AIde Lt/A r etlit ah M O PERATIONS PATROL 0 yrhiRM ut nt Stg t Offi trio O ff IFTO OM OM O ffice !Tmi eo Aft m Shlf Ll pt —{ S rge t ) 4 O ff IFTO O ff erIFTO OM O ffi er Office /Teal ee M tl ightehiflti le nt S g t Deputy Chi ef of Administr ation a d M ag er / 1 hg 4 S rge nt on i trio ) 4 of, ) OM Er OM offo e /rrs oo ) I 4 T hF Ole D t bv e 123 FISCAL YEAR 2004 AD MINISTRATION SUPPORT SERVICES Progeny &E Id Srg t Onto S ne I tin / If dl Dl pat rs DI pat h �7 Oi ',etcher DI pat ch 0 pa th m p teller P hil S M Aid sr C mmo sityfl rvl Ofg m CSO CS O PSA 1 PtA POLICE DEPARTMENT FISCAL YEAR 2004 2004 DEPARTMENTAL OBJECTIVES & MANAGEMENT OVERVIEW 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 iri 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 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 etc 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 Cub Scout Support A police officer serves as the Scout Master for the Village s Cub Scout packs He has begun a Crime Prevention program for the Cub Scouts which upon completion will earn each of them a badge for their uniforms and a chance to be Police Chief for a Day 124 POLICE DEPARTMENT FISCAL YEAR 2004 Safety Videos Production A number of video taped public service films have been produced and aired on public access cable television throughout the Village These films and public service announcements have covered such topics as bicycle safety roller blading crime prevention pedestrian safety motorized scooters children stranger danger burglary prevention fraud against the elderly and gun safety The videos were made using our own scripts and children and other residents from the Village Our bicycle safety video won a national award for the Village Juvenile Diversion Program The Village of Key Biscayne through the Police Department has the only approved Juvenile Diversion Program for any municipality within Dade County The program is available to first time offenders only Juveniles who have committed minor violations of the law are permitted to perform community service hours Juveniles committing second offenses are transported to the Juvenile Assessment Center for processing just as any other juvenile arrested within Miami Dade County DARE Club - After School Projects Soon after the first DARE classes graduated the DARE Officer recognized a need for some type of after school activities for the children An after school club for all 5th grade children was devised to show the DARE students that there are many healthy things that they can be involved with as an alternative to using drugs and getting into trouble Over the years our DARE Club won an award for creating a mural which was placed in the Downtown Government Center Other DARE Clubs participated in the annual "Pig Bowl' football game skating parties bowling and volunteer work Today s DARE Club members can be found working with Officer Mora around the Channel 16 studio Bicycle Helmet Safety Program A state law was enacted requiring anyone under 16 to wear a bicycle helmet when riding a bike within the state We applied for and received a grant which was used to purchase bike helmets We then devised a program to issue warnings to those offenders caught riding their bike without the required helmet A loaner helmet would be issued to get the child home safely The child would then have a set period of time to show proof that they either had a helmet or purchased one The warning would then be forgiven Failing to provide proof of a helmet would then result in a citation being issued With additional funds a number of brochures have been designed and printed for the children in the Village Among these are Florida Bicycle Laws and Halloween Safety 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 125 POLICE DEPARTMENT FISCAL YEAR 2004 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 irnpbrtantway to further communications that will benefit the business owners and residents of our Village`s Red Ribbon Week The DARE Officer assists with the planning of "Red Ribbon Week a national event held at each school Red Ribbon 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 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 to have one A video aired in the schools and on Channel 16 educates children and adults alike about the dangers of unlocked firearms POLICE PROGRAMS FOR SENIORS At the other end of the scale senior citizens living in the Village represent approximately 27 1/2 % of the Island s population What s surprising is that nationally over half of the telemarketing fraud victims are from this age group The department has presented a program to educate the seniors about bank fraud telemarketing fraud and other fraudulent activities Additional video tapes will be produced and aired over the Village s cable channel The more we can do to educate all Village residents and improve our communications with them the fewer will fall victim to these crimes PARTNERSHIP FOR SAFER ENVIRONMENT The Police Deportment has formed a partnership with the Building Planning and Zoning Department and the Village of Key Biscayne Chamber of Commerce to provide a safer environment for pedestrians bicyclists and motorists Through a combined effort we will work as a group to urge the businesses and schools to install uniform speed bumps and a uniform stop sign in their driveways just before the sidewalk so that drivers must slow down 126 POLICE DEPARTMENT FISCAL YEAR 2004 and stop prior to crossing the sidewalk and entering the flow of traffic This along with educational safety videos and classroom presentations should help to improve the safety of our citizens young and old alike 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 very necessary investment in personnel time and budgeted expense to continually provide professional law enforcement training at all levels of the organization You get what you pay for when it comes to training and education 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 40 hours of training for the year 2002 39 police employees multiplied by an average of 5 days each of training equals 195 employee 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 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 and How to Manage a Small Law Enforcement Agency TECHNOLOGY GRANT I A grant in the amount of $17 874 was received which afforded the department the opportunity to provide Mobile Data Terminals (MDTs) to the officers in the field MDTs provide information to the officer in the field in a matter of seconds by way of a computer in the car 127 POLICE DEPARTMENT FISCAL YEAR 2004 This method of information retrieval is superior to having to use the police radio and waiting in line for a computer response Having information on wanted persons stolen vehicles and equipment in a matter of seconds in the field will provide the officer with a greater measure of safety ids well as making encounter with the police much quicker and more convenient for residents and other motorists We have also received a grant in the amount of $11 120 to replace police radios that have worn out beyond repair BUSINESS SECURITY When Patrol Officers conduct business checks they frequently find open doors or unsecured windows Offen 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 and also the managers of the condominiums in the Village 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 running the Citizens Police Academy The purpose of the academy is not to produce civilians trained in law enforcement but to give them the opportunity to learn more about the department the laws that govern and proven crime prevention techniques The academy will allow citizens to interact with the police officers who keep them safe The Citizens Police Academy will promote better police/citizen understanding communication and cooperation through education and positive interaction FEDERAL DRUG AND MONEY LAUNDERING TASK FORCE The departmental involvement 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 $732 146 This money is used to purchase equipment and provide services and programs that the budget may not otherwise support thus saving tax payers money It also allows the department to provide for matching grant funds when necessary Allowing a detective to work alongside federal agents is a valuable learning experience for the detective who later comes back to the department and shares the information and skills that he has learned 128 II POLICE DEPARTMENT FISCAL YEAR 2004 2003 Cnme Statistics for Agencies Within Miami -Dade County Crimes per 1000 Residents Ranking 1 Agency Golden Beach Population 924 Total Crimes 13 Crimes Ger 1,000 Residents 14 07 2 Sweetwater 14 260 242 16 97 3 Virginia Gardens 2 353 45 19 13 4 Bal Harbour 3 309 75 22 67 5 Biscayne Park 3 274 99 30 24 6 Indian Creek 32 1 31 25 7 Bay Harbor Islands 5 118 176 34 39 8 Key Biscayne 10,691 373 34.17 9 West Miami 5 979 220 36 8 10 Surfside 5 061 224 44 26 11 North Bay Village 6 689 299 44 7 12 Sunny Isles Beach 15 477 758 48 98 13 El Portal 2 522 124 49 17 14 Miami Spnngs 13 706 713 52 02 15 Hialeah 231 270 12 217 52 83 16 Hialeah Gardens 19 725 1 042 52 83 17 Pinecrest 19 078 894 54 05 18 Miami Dade 1 223 577 78 404 64 08 19 North Miami Beach 42 178 2 793 66 22 20 Coral Gables 42 743 2 863 66 98 21 Miami Shores 10 430 763 73 15 22 South Miami 10 759 849 78 91 23 Aventura 26 142 2 335 89 32 24 Miami 366 496 33 952 92 64 25 North Miami 59 996 5 605 93 42 26 Homestead 32 811 3 793 115 6 27 Miami Beach 88 972 10 390 116 78 28 Opa-locka 15 361 2 517 163 86 29 Flonda City 8 129 1 448 178 13 30 Medley 1 118 231 206 62 129 POLICE DEPARTMENT FISCAL YEAR 2004 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 less than one and d half stolen vehicle per month Considering that Miami and Dade County have yew high crime rates we are blessed to live in one of the safest communities in South Florida In fact Key Biscayne has the lowest home burglary rate of any city in our size range in Palm Beach ,Broward or Miami -Dade County We are blessed to live in one of the safest communities in all of South Florida Performance indicators clearly show the department s service is outstanding based on the following • Emergency response time ranges lust under 3 minutes • For a community of approximately 10 507 people the crime rate is minimal ranking the 8th lowest in crime out of the 29 municipalities and the unincorporated areas of Miami Dade County • 2002 Police Citizen Satisfaction Survey 92% of residents rated services good to excellent • Services are rated high while over the past 10 years local taxes have been reduced by approximately 25% • Between grants fines and other services our 11 year police revenues are $2 111 446 • Although population grew 19% in ten years serious (Part I) crimes have decreased 26% • Part Ill calls for service have increased by 118% although police staffing has, only increased by 27% • Traffic accidents are up by 59% and traffic and parking citations are up by 194% • Additional workload indicators are described in the following chart Work Load Indicator C 1992 mparisons 2002 Part I I I Calls for Service Increase/Decrease Percentage Traffic & Parking Citations 1 218 3 587 +2 369 +194% Traffic Accidents 136 216 +80 +59% Medical Assists 179 462 +283 +158% Animal Complaints 22 137 +115 +523% Loud Parties 10 86 +76 +760% Other Disturbances 63 210 +147 +233% Mischief 51 230 +179 +351% Residential & Business Security Checks 4 908 8 002 +3 094 +63% Miscellaneous Calls 738 3 040 +2 302 +312% Home & Business Alarms 562 824 +262 +47% Open Windows & Doors 176 228 +52 +30% Total Part III Calls for Service 8 003 17 468 +9 465. UP , .. +118% *These statistics are based on the calendar year 130 POLICE DEPARTMENT FISCAL YEAR 2004 POPULATION AND WORKLOAD INCREASE The Village has increased in population and calls for service since it started the police department in 1993 Year 1993 2003 Population and Workload Key Biscayne Population Cal Is for Service 8 845 10 507 +1 662 8 473 17 468 +8 995 Sworn Officers 23 29 +6 To Date The Police Department s workload has doubled (106%) while the number of police officers has only increased by 26% over ten years 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 in the station doing paperwork 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 26% 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 Corn•arison F8l Classifications Murder Rape Sex Crimes Assault & Battery Arson Robbery Burglary Motor Vehicle Theft Theft Domestic Assault & Battery 1992 2002 Increase/Decrease Percentage 441 327 114 DOWN -26% Part II crimes increased 93% and more importantly the workload for Part Ill crimes increased by 118% FBI Classifications Part II Crime Com.arison 1992 2002 Increase/Decrease Percentage Abduction/Kidnapping Simple Assault Drugs Embezzlement Fraud Bribery Domestic Simple Assault 29 56 +27 UP +93% Type of Call Traffic a Parking Citations 1992 1 218 2002 3 587 Increase/Decrease +2 369 Percentage +194% Traffic Accidents 136 216 +80 +59% Medical Assists 179 462 +283 +158% Animal Complaints 22 137 +115 +523% Loud Parties 10 86 +76 +760% Other Disturbances 63 210 +147 +233% Mischief 51 230 +179 +351% Residential & Business Security Checks 4 908 8 002 +3 094 +63% Miscellaneous Calls for Service 738 3 040 +2 302 +312% Home & Business Alarms 562 824 +262 +47% Open Windows & Doors 176 228 +52 +30% Total fart Ill Cats for Service 8003 17 468 +9 465 UP +118% 131 POLICE DEPARTMENT FISCAL YEAR 2004 PERSONNEL SUMMARY POLICE EMPLOYEES FY 2000 29 FY 2001 29 FY 2002 29 FY 2003 29 FY 2004 ' 29 Police Officers Dispatchers 4 4 4 4 5 Public Service Aides 4 4 4 4 4 Support Personnel 2 2 2 2 2 Total Full Time Employees 39 39 39 39 39 5 Part Time Crossing Guards 2'h 21/2 21/2 21 21/2 Totals 411 411 411 411 411/2 FUNDING LEVEL SUMMARY Police Officers FY 2000 $1 565 486 FY 2001 $1 595 210 FY 2002 $1 700 833 FY 2003 $1 926 476 FY 2004 $1 898 427 Change from 03-04 1% Support Personnel $327 717 $327 585 $343 387 $350 083 $376 457 8% Operational Expenses $1 076 085 $1 143 703 $1 231 545 $1 233 021 $1 334 251 8% Capital Outlay $70 000 $70 000 $70 000 $90 000 $90 000 0% Total Department $3 039 288 $3 136 498 $3 345 765 $3 599 580 $3 699 135 3% BUDGET SUMMARY The total increase in the 2004 budget will be $99 555 or 3% above last years budget Increases for the employees step increases and escalating costs for medical and workers compensation insurance were responsible for the departmental budget increase The department received a total of $359 062 in grants forfeitures and fine related revenue during fiscal year 2003 that further offsets the budget increase 1 New Grant Officer to work full time in schools 132 r POLICE DEPARTMENT FISCAL YEAR 2004 POLICE Actual Adopted Adopted Category FY 2002 FY 2003 FY 2004 Chief of Police $126 407 $133 553 $0 Chief Housing $17 717 $17 650 $0 Deputy Chief of Police (2) $85 023 $90 091 $188 830 Police Lieutenants (4) $311 491 $311 969 $301 647 Police Sergeants $191 998 $255 271 $317 747 Police Officers $829 102 $916 285 $865 914 Acting Supervisor Pay $1 590 $4 000 $4 000 Salaries Overtime $79 242 $90 000 $90 000 Holiday Pay $68 256 $88 128 $100 869 Court Time $7 688 $6 000 $8 000 Administrative Assistant $28 948 $30 279 $31 705 Dispatchers $93 871 $129 418 $157 144 Public Service Aides $143 934 $132 528 $101 609 Administrative Aide $26 787 $26 666 $27 999 Clerical Assist (PT) $14 163 $10 188 $14 000 Crossing Guard $42 989 $40 000 $44 000 Police Incentive Pay $17 685 $21 420 $21 420 Off Duty Employment $5 917 $0 $0 Payroll Taxes $164 785 $170 685 $180 552 Retirement Contributions $235 773 $245 245 $253 482 Life Health Disability Insurance $219 797 $264 313 $269 713 Workers Comp Insurance $63 781 $76 458 $118 074 Unemployment Taxes $1 807 $373 $0 Technical Services $12 633 $12 000 $12 000 Recruiting & Physicals $11 000 $13 820 $13 820 Employee Wellness Program $2 360 $2 000 $2 000 Investigation Expense $3 750 $10 000 $6 000 Telephone Dedicated Lines $11 175 $14 950 $14 950 Electricity $10 593 $30 177 $30 177 Water & Sewer $0 $16 975 $16 975 Insurance $80 725 $99 922 $136 203 Maintenance & Repairs $10 319 $7 500 $11 000 Confidential Informants $250 $1 000 $1 000 Supplies $32 742 $21 500 $25 000 DARE Expense $9 143 $8 000 $8 000 Car Allowance $1 174 $1 170 $0 Uniforms $50 877 $39 000 $39 000 Vehicle Maintenance $26 712 $30 000 $30 000 Vehicle Fuel $24 775 $28 000 $28 000 Photography $4 467 $4 500 $4 500 Range Expenses $6 975 $6 000 $6 000 Communications Maintenance $18 684 $11 600 $20 000 Memberships & Dues $4 001 $3 500 $3 500 133 POLICE DEPARTMENT FISCAL YEAR 2004 Education & Training $70 460 $42 000 $42 000 Police Facilities $14 179 $49 000 $20 306 Police Vehicles $74 727 $90 000 $90 000 Police Equipment $23 479 $42 000 $42,000 Subtotal Police Federal/State Expenditures Total Police $3 283 957 $3 645134 $3 699 135 $142 428 $0 $0 $3 426 385 $3 645134 $3 899135 134 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2004 BUDGET Public Works ,has a multi faceted mission which is to provide a variety of -services toll's cammunityincluding the design, construction, and maintenance of'local streets and storm drainages, beach, rights -of -way, solidwaste removal," traffic calming, and Control and'manogement.of public works,.solid waste removal, traffic calming;`and control and management of `. . w public works projects. Organizational Chart Village Manager Landscape Architect Village Engineer L i Public Works Director 365-8145 Maintenance Supervisor i Maintenance Contractor • leach Contractor Landscape Maintenance Contractor to 135 Coastal Consultant l Admin. Assistance Street Cleaning Contractor Lon Stormwater Maintenance Contractor Refuse Collection Contrator Stormwater Utility PUBLIC WORKS DEPARTMENT FISCAL YEAR 2004 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 renourishment project • The Landscape Architects consults the Village on landscape related projects • The Stormwater Utility requires the maintenance of two systems for maintaining the two stormwater pump stations all by contract DEPARTMENTAL DESCRIPTION The Department of Public Works functions under fhe direction of the Village Manager There are three full time Village employees The Public Works Supervisor oversees the beach and landscape maintenance contractors In addition the Village contracts with several companies which provide consulting and maintenance services The consultants currently under contract are the Village Engineers Village Landscape Architects and Coastal Consultants The Village Engineers are responsible for all general engineering services such as plans for paving curbs and sidewalks storm sewers and bridge repairs The Village Landscape Architect consults the Village on all landscape related projects such as the Crandon Boulevard median street trees and parks The Coastal Consultant specializes on Beach issues The following is a list of the contractors and a brief description of their responsibilities who provide services to this department 136 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2004 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 The contract was extended for two (4) additional years on July 1999 to end October 2001 and again in October 2001 to end in October 2003 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 2004 BUDGET 6) Miami -Dade Water and Sewer Department bills and collects the stormwater utility fees in accordance with ordinances 93 11 93 11-A1 Resofufiorr93,"44 authorized the Mayor to execute the billing and collection agreemeh`t� The agreement was approved by the County commission July 26 1994 (R-1235 94) The contract is ongoing 7) Resolution 98 38 adopted August 25 1998 authorized the execution of an Inter -local agreement with Miami Dade County to develop a countywide local mitigation strategy 8) Resolution 98 45 adopted August 25 1998 authorized the Village to construct a sanitary sewer system in accordance with the terms of the inter local agreement The agreement contains a provision for a twenty (20) year lease whereby the County shall maintain the system and after 20 years the ownership of the system is transferred to the Miami Dade Water Sewer Department d City of Miami The City is under a letter agreement dated September 30 1994 provides stormwater drainage maintenance and street maintenance on an as needed basis e Pollution Elimination Corporation (PELCO) Responsible for maintaining the two stormwater pump stations (100 East Heather Drive and 200 Ocean Lane Drive) as per Resolution 99 52 adopted May 11 1999 Resolution 2000-18 adopted June 6 2000 contracted with the company to maintain the pump station at the Village Green f Street Cleaning Tn County Services of Miami is under contract dated July 1 1998 to provide mechanized sweeping of all streets monthly 138 2222 —2222222222 2n2a222 a2222%. PUBLIC WORKS DEPARTMENT FISCAL YEAR 2004 BUDGET PERFORMANCE INDICATORS A second five year Refuse Collection Recycling and Disposal contract was authorized by Ordinance 99 8 adopted October 26 1999 which covers fiscal year 2000 to 2Q04 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 2004 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 FPERFORMANCE MEASURES • Public Works Director • Moot 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 139 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2004 BUDGET Objective Two To maintain on a daily/periodic basis portions of Crandon Boulevard East Drive and selected areas litter free KEY AREA Litter and Debris Patrol 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 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 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 140 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2004 BUDGET • 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 nght-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 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 famd9 dwellings KEY AREA Solid Waste Management INDICATOR Review contract with BFI Waste System of North America Inc 141 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2004 BUDGET 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 affer 12 00 noon on the day proceeding a holiday or on a weekend it shall be resolved no later than the next working day 3 PERFORMANCE MEASURES • Spot checks by staff • Quarterly meeting with contractor • Review complaints on a monthly basis 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 PERFORMANCE MEASURES • Physical inspection • Complaints received • Analyze maintenance log on a monthly basis • Review terms of PELCO agreement monthly • Comply with NPDES Requirements 142 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2004 BUDGET RESIDENT'S EXECUTIVE SUMMARY - PUBLIC WORKS PERSONNEL SUMMARY Authorized Positions Public Works Director FY 1999 1 0 FY 2000 1 0 FY 2001 1 0 FY 2002 1 0 FY 2003 1 0 FY 2004 1 0 Maintenance Supervisor 0 0 0 0 0 0 0 0 1 0 1 0 Administrative Assistant 0 0 0 0 0 0 0 0 1 0 1 0 Maintenance Laborers 1 0 1 5 1 5 2 2 2 0 1 0 Total 20 25 25 30 50 40 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 143 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2004 BUDGET Public Works Budget Actual Adopted Adopted Category FY 2002 FY 2002 FY 2003 FY 2004 Public Works Director $61 978 $69 335 $71 296 $82 534 Maintenance Supervisor $29 085 $20 120 $35 000 $37 965 Administrative Assistant $0 $0 $33 933 $33 435 Building Maintenance $0 $0 $0 $22 034 Laborers/Overtime $40 300 $26 561 $38 579 $30 779 Payroll Taxes $9 781 $9 464 $13 661 $16 040 Retirement $10 504 $7 754 $16 799 $18 824 Life Health Disability Insurance $11 762 $10 800 $17 042 $17 042 Workers Comp Insurance $3 781 $3 939 $4 718 $8 576 Unemployment Insurance $166 $214 $27 $0 Engineering $45 203 $41 308 $45 000 $45 000 Landscape Architect $5 000 $0 $5 000 $5 000 Beach Conservation Monitoring $0 $0 $0 $50 000 Contractual Services $450 000 $492 040 $500 000 $420 000 Consulting Services $5 000 $17 421 $5 000 $5 000 Communications $0 $0 $0 $2 000 Insurance $9 636 $13 803 $21 109 $25 694 Electricity $0 $0 $7 544 $7 544 Water & Sewer $0 $0 $4 628 $4 628 Electricity Village Wide $0 $0 $0 $35 000 Water Village Wide $0 $0 $0 $65 000 Maintenance & Repairs $30 000 $31 176 $30 000 $45 000 Maintenance Contracts $38 000 $38 350 $38 000 $50 000 Supplies $5 000 $4 359 $3 000 $3 000 Vehicle Maintenance $2 000 $2 471 $4 000 $4 000 Small Tools/Consumables $7 935 $4 933 $7 000 $7 000 Education & Training $500 $1 192 $1 365 $2 000 Hurricane Expenditures $0 $6 979 $0 $0 Equipment $7 000 $5 595 $7 000 $7 000 Vehicle Lease $0 $0 $3 600 $3 600 Heavy Equipment $0 $0 $0 $0 Total Public Works $772 631 $807 814 $913 301 $1 053 694 144 RECREATION DEPARTMENT FISCAL YEAR 2004 BUDGET o provide and promote ci creative un balanced system of eisure programs that are=sensitive and responsive to pitizen needs and continue providing citizens with quality of life 4.4 -Opportunities for positive recreational experiences. Parks 365-8901 DEPARTMENTAL ORGANIZATION CHART Sports & Athletics 365-8900 Village Manager 365-5500 Programs & Tours 365-8901 Senior Coordinator 365-8953 i 145 RECREATION DEPARTMENT FISCAL YEAR 2004 BUDGET FUNCTIONAL ORGANIZATIONAL CHART Recreation Director • Responsible for the administration of the department and reports to the Village Manager • Develops and administers • Supervises departmental • Prepares and maintains reports and records policies and procedures employees and contractors • 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 I Sports 8c Athletics • Plan and organize athletic leagues • Recruit and train coaches and referees • Act as liaison between Village and the Key Biscayne Athletic Club • Monitor and supervise activities during all programming Tennis Instructor • Provide tennis instruction • Monitor the Caluso Park and Tennis Center • Maintain tennis facilities daily • Submit program information to the Recreation Director Senior Director • Provide social services to senior residents in through information advocacy referrals and access to local state and federal programs • Develop implement and evaluate new program ideas • Act as a liaison to local and state senior citizen affiliate groups cooperating agencies and organizations • Oversee and maintain client files and program records of all programs RECREATION DEPARTMENT FISCAL YEAR 2004 BUDGET DEPARTMENTAL DESCRIPTION The Recreation Department caters to nearly 10 000 participants a year by offering a variety of programs A challenge this Department has faced is attempting to establish and develop a quality balanced program with limited recreation facilities The program provides opportunities for all age groups The Recreation Department has three (4) major divisions Sports and Athletics Programs and Tours Special Events and Senior Services The 2000 census report recorded a sizeable increase in the number of children in Key Biscayne In 2000 the percent of Key Biscayne residents under the age of 18 increased to 24 percent from 19 percent in 1990 As reported in an April 2 2001 Miami Herald article this confirms what officials in communities like Key Biscayne in Miami -Dade County and Lauderdale Lakes have already figured out as they expand community center and sports programs for teens and younger children In response the Village is committed to increasing the recreational activities available on Key Biscayne Active recreational opportunities increased with the lease of the fields at 240 Crandon and St Agnes Academy as well as the purchase of the Citgo gas station for a future park Passive recreational opportunities were increased with the addition of the Oceanfront Park and pocket parks throughout the Village The Community Center will provide a central location for all residents both young and old to participate in a wide variety of both active and passive activities The Recreation Center is a two story facility located adjacent to the Village Green The Recreation Center will include multi purpose gym 25 -meter pool dance and aerobic studio wellness/fitness center meeting rooms and underground parking In addition separate program space has been provided for toddler youth and teen activities The Senior Center will provide program and social opportunities for these valuable members of our community The Center shall open late next year or early 2003 SPORTS AND ATHLETIC DIVISION The Athletic Supervisor administers the Sports and Athletic Division Since 1993 under the terms and conditions of an annual contract approved by Resolution 97 57 the Athletic Division is responsible for the administration of the Key Biscayne Athletic Club (KBAC) which provides athletic programs for approximately 1 400 children Programs available for children include flag football youth soccer leagues baseball girls softball boys and girls basketball seasonal sports camps the Chief Harmon Memorial Fishing Tournament and youth tennis leagues Adult programs include a spring soccer league and co ed softball 147 RECREATION DEPARTMENT FISCAL YEAR 2004 BUDGET PROGRAM DIVISION The Programs Division provides various activities for people of all ages Youth programs include spring and summer camps classes and a proposed teen center opening in the fall at Calusa Park Adults and seniors participate in excursions to area attractions events classes seminars and cultural activities The numbers of programs has increased to meet demand A motion brought before the Village Council introduced a successful swimming program at the Miami Rowing and Water Sports Center Workings with residents 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 240 Crandon Boulevard insuring that the grounds are maintained properly The Parks Division also administers the management of the Calusa and Crandon Park agreement with Dade County The Parks and facilities are inspected weekly for maintenance and safety concerns This Division manages the issuance of permits which are required for parties organized sports and special events held by any person or organization in accordance our park rules adopted by Village Council on November 14 1995 Ordinance 95 14 SPECIAL EVENTS The Special Events Division is responsible for the coordination of several special events such as the annual Spring Egg Hunt Memorial Day Ceremonies Key Biscayne Lighthouse Run St Valentine Day Celebration Relay for Life Concerts Annual Winterfest and the Annual Fourth of July Fireworks Celebration The Haunted House on the Village Green and the Concert Series were popular additions to the Special Events Calendar In addition the Division serves as a liaison to local community and civic groups organizing special events at the public parks 148 RECREATION DEPARTMENT FISCAL YEAR 2004 BUDGET PERFORMANCE INDICATORS • The Oceanfront Park was recognized in American City & County magazine • The Office of Senior Service has implemented a variety of educational and recreations programs • The Recreation Department continued to aggressively seek alternative sources of funding including grants donations and sponsorships • The Recreation Department has increased it level of service by adding new programs like the skate camp and golf program 2004 DEPARTMENTAL OBJECTIVES AND MANAGEMENT OVERVIEW The Recreation Department provides a wide variety of services to the residents of Key Biscayne This is accomplished while maintaining small efficient streamline department The Department provides prompt efficient and courteous service to our customers by providing quality recreation programs and well maintained facilities The Recreation Department will continue maximize the recreational opportunities provided at the Village Green The Pavilion/Bandstand and promenade fountain are new additions to the Park The Pavilion was funded by as part of the Safe Neighborhood Parks Bond while the promenade was a generous donation by the Wilder Trust In cooperation with the Keep Seniors on Key Biscayne Committee the Department will increase the programs and services available to seniors The newly appointed senior coordinator will work with the Department to bring a new level of service to seniors on Key Biscayne The Recreation department will continue an aggressive grant seeking program The Department has maintained a high level of funding that has subsidized capitol improvements purchase of property and recreational programming This year the department will pursue additional grants for senior youth and teen programs and services and the Florida Recreation Development Assistance Program Grant 149 RECREATION DEPARTMENT FISCAL YEAR 2004 BUDGET The Recreation Department is going to implement an innovative program to target youth and teenagers on Key Biscayne The Recreation Department is working with new Youth council to address the needs of the youth A skate park provided a safe area for children to participate in a very popular activity during the summer An alternative site to continue what was a successful program is being investigated RESIDENT'S EXECUTIVE SUMMARY - Recreation Department IT 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 199 199 199 199 199 1998 199 200 2001 20 OOMRROGRAMSH*Mty Flag Football Soccer Baseball Fishing Tournament Seasonal Sports Camps X X X X I X I X I X X I X I X I X X I X I X I X X I X I X X X X X X X I X I X X I X I X X I X I X X I X I X X X X X Baseball Clinics Fall Girls Basketball Boys Basketball Tackle football X I X X X X X X X X Fall Tennis X X X X X X Spring Tennis Summer Soccer Camp X I X Soccer Tournament X iswrmi'� �'Y, Coed Softball League X X X X X Soccer League X X X X , Basketball X X X Soccer Tournament Spnng Basketball X X X X X Summer Basketball X X D Note X Indicates that the activity was offered for the specified year 150 RECREATION DEPARTMENT FISCAL YEAR 2004 BUDGET 1 j { 4 KEY BISCAYNE ATHLETIC CLUB STATISTICS Participants/Fiscal Year This chart illustrates the actual and projected number of children and adults who participate in the Key Biscayne Athletic Club sports programs Program 1998 2000 2002 2005* 2010* Youth Baseball 185 260 330 367 510 Youth Soccer 337 392 440 499 649 Youth Flag Football 112 125 96 150 173 Youth Basketball 30 60 155 125 150 Adult Coed Softball 140 200 120 240 280 Adult Soccer 90 240 240 270 300 Youth Tackle Football 104 — Projected in 2000 PERFORMANCE INDICATORS ACTIVITY FY 1997 ' Actual FY 1998 Actual ' FY ; 1999 Actual FY 2000 Actual FY 2001 ; Actual . FY 2002 Actual ' FY 2003 Actual Special Events ' Lighthouse Run +1 500 +1 500 +1 500 1 200 +1 200 +1 200 +1 200 Spring Egg Hunt +800 1 000 1 000 1 300 +1 300 +1 300 +1 300 Winterfest 1000 +1000 +1000 1200 +1200 +1800 +1800 Valentines on the Green 200 +350 +350 350 , +350 +350 +350 Haunted House 1 300 +1 300 +1 300 +1 300 Concert Senes 1 500 +1 500 +1 500 +1 500 Memorial Day 250 +250 +250 +250 +250 +150 +150 July 4 +15 000 12000 12 000 12 000 +12,000 +12,000 , +12,000 HJays/Rertomiances A i, ° 110 126 126 235. 345 368 368 Seminars/Lecture's 4 1 681 , s 75 ; 75 r,, ,. 82 ^ d rj 217 230 ` ' a 4230nr lnps and Tours < 170 200 200 230 290 315 315 151 RECREATION DEPARTMENT FISCAL YEAR 2004 BUDGET Local Attractions 60 . 60 tbs Flag football 112 112 109 125 125 140 ' 140} Soccer 310 330 337 360 390 365 365# Adult Soccer 210 210 240" 250 135 135; Soccer Camp 62 . 71 75 84 46 75 75 Baseball 167 , 170 185 196 260 298 298 Adult Softball 120 200 200 200 85 85 Basketball 20 , 39 77 77 Adult Basketball 53 63 60 60 Fishing Tournament 88 99 87 84 90 96 96 Registration was limited do to lack of field space PERSONNEL SUMMARY 152 RECREATION DEPARTMENT FISCAL YEAR 2004 BUDGET FUNDING LEVEL SUMMARY FY 1999 FY 2000 FY 2001 FY 2002 FY 2003 FY 2004 Change Personnel Expenses Operational Expenses Capital Outlay Total Department $153 588 $158 575 $199 343 $224 281 $251 909 $455 091 $158011 $0 $311 599 $240 425 $0 $399 000 $293 468 $0 $492 811 $293 893 $0 $515 174 $480 695 $0 $732 604 $631 870 $0 $1 086961 BUDGET SUMMARY The total increase in the FY 2004 budget will be $354 357 or 32 6% The change is due to an increase in personnel expenses personnel additions an increase in contractual services and additional Village programs 1 153 44 6% 24% 0% 32 6% RECREATION DEPARTMENT FISCAL YEAR 2004 BUDGET Recreation Actual Adopted Adopted Category FY 2002 FY 2003 FY 2004 Recreation Director $65 258 $69 219 $72 680 Sports Coordinator $46 535 $49 339 $51 806 Seniors Coordinator I $35 608 $37 593 $41 446 Assistant Director $0 $0 $28 000 Youth Services Coordinator $0 $0 $32 000 Front Desk Manager $0 $0 $15 500 Part time Administrative Assist (2) $28 698 $34 905 $44 639 Part time Civic Center Personnel $0 $0 $78 952 Payroll Taxes $14 104 $14 616 $26 967 Retirement Contributions $14 236 $22 927 $28 336 Life Health Disability Insurance $10 800 $17 341 $26 640 Workers Comp Insurance $4 937 $5 923 $8 125 Unemployment Insurance $239 $46 $0 Contract Services $18 586 $45 000 $45 000 Insurance $17 096 $12 609 $21 784 Maintenance & Repairs $9 049 $30 000 $30 000 Advertising $8 880 $8 000 $10 000 Vehicle Expense $10 003 $6 000 $10 000 Supplies $6 824 $4 000 $6 000 Parks Maintenance $0 $0 $80 000 Program Supplies $10 285 $30 000 $30 000 Uniforms $398 $1 000 $2 000 Membership & Dues $400 $1 500 $1 500 Education & Training $1 484 $1 000 $1 500 Travel $523 $2 500 $2 500 Communications $0 $0 $1 500 Electricity $0 $0 $8 000 Water & Sewer $0 $0 $1 000 Special Events $66 529 $85 000 $85 000 Fourth of July Fireworks $67 451 $60 000 $65 000 Winferfest 2 $40 382 $32 000 $32 000 Key Biscayne Athletic Club $35 000 $35 000 $50 000 Key Biscayne Art Festival $5 000 $5 000 $5 000 Lighthouse Run & Walk $2 754 $10 000 $10 000 Park Improvements $13 739 $15 000 $15 000 Program Equipment $8 035 $10 000 $10 000 Senior Transportation 3 $0 $12 000 $34 000 St Agnes Field Lease ° $18 000 $36 000 $36 000 Fininvest Field Lease 5 $0 $39 086 $39 086 Total Parks and Recreation $560 832 $732 604 $1 086 961 154 CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 2004 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 154 CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 2004 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,projectstas 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 authonzed by Village Council Feasibility report by the Village Engineer (C A P ) which was presented and discussed by the Village Council at the August 26 1997 The Council adopted the plan February 24 1998 Final Plans and specifications were completed by PBS& J and approved by the State Department of Environmental Protection October 21 1998 Bids to construct the system were received July 1999 Construction should start before the end of the year 4 Amendments to the existing Land Development Code to assure conformance to the concurrency requirements relative to development orders levels of service and public facility timing as outlined in item C below 5 Exploration of park impact fees Tischler & Associates Inc appeared and submitted a report dated June 26 1997 to the Village Council at their July 1 1997 meeting The report was supplemented with a October 9 1997 letter to the Building Zoning and Planning Director The consultant recommended that impact fees not be pursued 6 Evaluate the need for and efficacy of financing mechanisms to pay for beach renourishment and dune development The estimated project cost is $2 518 936 155 CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 2004 C Monitoring and Evaluation The Village Manager or designee shall annually prepare a status report on this Capital Improvement Program for submittal to the Village Council The primary purpose is to update the five year schedule including the basis for the next year s capital budget The project evaluation criteria shall be used in the project list review and special attention shall be devoted to maintenance of the level of service standards This entire evaluation process shall be integrated into the Village s annual budget process This section of the 2002 budget addresses the Master Plan requirement D Concurrency Management Concurrency Management shall be implemented as articulated in Land Use Element Policy 2 14 and Capital Improvement Element Policy 1 4 1 RELATIONSHIP BETWEEN OPERATING & CAPITAL BUDGETS & FISCAL IMPACT The Village of Key Biscayne prepares a separate Capital Improvement Program from the Operating General Fund Budget however the two (2) budgets are linked The operating budget provides funding for most capital projects and will carry the operating impacts of those projects once constructed Operating and maintenance costs are reviewed with each of the capital projects The operating budget of the Capital Improvement Fund 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 He of over three (3) years Some exceptions may be made to this rule for practical reasons When the operating impact of the capital outlay are analyzed the Capital Plan appears to place very limited burden on the operating budget Capital Projects typically apply to the following Expenditures which take place over two (2) or more years requiring continuing appropriations beyond a single fiscal year Systematic acquisition over an extended period cf 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 156 CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 2004 Revenues for the Capital Budget denve primarily from current annual operating revenues The Capital Improvement Budget unlike the operating Budget is a five year plan which is updated annually Only those projects scheduled during the first year of the plan are financed and adopted as part of the Village s Annual Operating Budget The Capital Outlay appropriation upon adoption of the budget is transferred to the Capital Improvement Fund in 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 2004 adopted property tax rate of $3 606 per $1 000 assessed valuation is the same as the Fiscal Year 2003 property tax rate 157 CAPITAL IMPROVEMENT PROGRAM 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 Center s a Top Priority Goal for the next year A third set of site plans were included in the Civic Center report which were presented at the April 6 1999 workshop At the June 8 meeting the Council adopted Site Plan B (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 158 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 Ill 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 159 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 complexwas 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 authonzed on Apnl 20 1999 by Resolution 99 33 ($70 240) Programming for the facility expanded to include fire administrative offices and 160 ,UI CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER community meeting rooms Approval for the additional 4 300 sq ft design was granted on July 11 2000 Developed as a two story 25 238 sq ft facility the new fire station makes the most of valuable land resources in Key Biscayne The Fire Station has been designed as a four bay drive through apparatus room with living and support facilities for 12 on duty fire personnel An open courtyard connects the fire administration facilities including a community room with the fire station The community room will be used for public safety classes such as CPR as well as emergency training sessions for the firefighters and paramedics This room will also function as a temporary Council Chamber until the permanent theater building is constructed The second floor living area includes 12 dormitories a kitchen and dining room classroom library space workstations a day room with am outdoor terrace as well as laundry restroom and shower facilities for the on duty personnel The second floor administrative area contains a reception area restrooms a conference room storage space and office space for the Fire Chief Deputy Fire Chief and Administrative Assistant The attic space has been utilized for mechanical and telecommunications equipment as well as auxiliary storage space The architectural character of the 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 May27 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 161 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 Toth 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 Apnl 20 1999 authonzed the Village Manager to negotiate with Robert G Currie Partnership for architectural and engineering services for the Recreation Center Council Resolution 99 62 was adopted and approved on July 22 1999 A $100 000 state grant will offset a portion of this fee and the contract was executed July 27 1999 Resolution 2000 39 was adopted on July 24 2000 which authorized the Village Manager to execute a new agreement for the design of the center at a cost of $360 000 Staff is negotiating a revised contract as a result to design changes that were approved in Resolution 2001 9 The Recreation Center consists of a two story building of approximately 44 602 square feet The facility will provide a variety of multipurpose rooms to allow for program spaces The floor plan and design provides for possible future modifications as new needs are established The building is sited between the Village Green McIntyre Street Village Green Way and Fernwood The primary entrance and drop off is located adjacent to the traffic circle The entrance lobby includes a reception desk which provides visual control to people entering and leaving the building views of the wellness center snack bar covered porch stair the toddler s room and center corridor Active areas are located on the first floor which include the gymnasium that contains a full size basket ball court with movable bleachers and subdivided for two half courts by a suspended curtain Additional active areas are the teen center game youth and toddler s dance and aerobic rooms Elevator and locker/toilet rooms are centrally located A climbing wall in the northeast stair tower is provided with large windows for clear viewing from inside and out Additional space is provided for offices mechanical storage 162 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER and circulation Handicap access is designed on the east side next to the main entrance The second floor provides space for the more quiet and less active spaces The space includes a craft room with kiln a computer room with a folding partition next to a multi -purpose space Additional space is provided for a senior s lounge and flexible meeting room a common lounge with access to a balcony overlooking the Village Green and a warming kitchen complete the main functions on the second floor Other areas include offices storage stair elevator and circulation spaces A 6 8 lane swimming pool will be constructed between the terrace and the Village Green Park A parking garage will be located below the building providing approximately 104 spaces The exterior walls will be constructed of C M U or concrete with stucco finish and simulated coquina at the base A standing seam metal room will be constructed with wills for air conditioning and mechanical equipment Detailing windows and colors conform to the design standards that are being used in the other buildings in the Civic Center VIII Village Administrative Offices and Police Station Resolution 99 10 adopted February 9 1999 authorized the Village Manager to prepare an RFQ for architects interested in designing the Police Administrative Offices facility At the April 20 1999 meeting Council appointed five (5) members to serve on the committee to assist the Manager with the selection of the architect The RFQ was dated June 4 1999 and mailed June 18 1999 The twenty one (21) proposals were returnable on July 16th 1999 The committee 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 Villages Emergency Operations Center (EOC) in the event of a disaster Resolution 99 78 authorized the Village Manager to negotiate a contract with Spills 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 authonzed to revise the previous schematic design The final contract in the amount of $409 200 was also authorized by Resolution 2000 29 adopted July 11 163 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER 2000 Resolution 2000 49 adopted September 12 2000 approved the new two story schematic plans The architect was directed to proceed with design development and construction documents The Building contains 33 138 square feet of air conditioned program area on two floors A 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 Streef are part of the current contract New lighting and 164 II I CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER landscaping for all new interior roadways within the complex and any required 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 165 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER bank loan at a 4 715% fixed rate The Capital Improvement Program Facilities Reserve has approximately $2 95 million The second $10 Million Bond Ordinance 2000 8 financing traunche was adopted July 11 2000 Three (3) bids were received October 10 2000 the lowest interest rate submitted by First Union National Bank in the amount of 5 24% for a 20 year bank loan Resolution 2000 57 adopted October 24 2000 authorized the bank loan 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 166 _LI CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER ranking were held November 1 1999 The Council appointed James A Cummings Inc as the Construction Manager on November 16 1999 with the adoption of Resolution 99 98 The firm was authorized to proceed with the preconstruction phase of the contract at a cost not to exceed $113 190 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 is scheduled to be completed October 2004 167 STORMWATER UTILITY FUND FISCAL YEAR 2004 gpidittOgg is I rh n y d e �l {d- � , lay dN { di h i. ro on p !! ,y i .f erel� per d �5 I�d. d t a �. ... . .. .. ar 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 eviating 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 (ER 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 168 STORMWATER UTILITY FUND FISCAL YEAR 2004 of the National Pollution Discharge Elimination System (NPDES) A two (2) part permit application was required The agreement is dated December 15 1992 Theeinitial contribution was $8 750 for the first part Resolution 93 27 A adopted June 22 1993 authorized the Village to continue with DERM as a joint-permittee for the second part of the process The second Inter local Agreement was approved and executed by Metro - Dade on July 12 1994 for a five (5) year period or until November 16 2000 at a cost of $4 200 annually It is cost effective and prudent for the Village to continue under the terms of this Inter -local Agreement in order to comply with the regulations 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 i 1 LEVEL OF SERVICE A major condition affecting the proposed design of the Stormwater System is the low elevation of the area to be drained combined with tidally controlled groundwater This combined with the intense existing development with no available major retention/detention area limited the drainage system options The other major consideration was to develop a system that was affordable to the Village Based on these considerations a level of service was developed to define these parameters The stormwater design has been developed by evaluating the amount of rainfall that will fall on a given area within a specific time period This is the intensity of rainfall that a drainage system is designed to accommodate This intensity is usually expressed as units of inches of rainfall per hour or the inches of rainfall over a one (1) two (2) or three (3) day period The rainfall intensities are categorized within an average occurrence interval This is expressed in a fixed number of years per occurrence such as a five year storm which means that from the rainfall data this storm will occur on an average of once in every five (5) years Because this in only an average it does not mean that once this storm occurs it will be another five (5) years before anotherstorm of this magnitude will occur It is quite possible that two (2) or more such magnitude storms could evenoccur in a single year This intensity of rainfall per the average years of occurrence is called the design storm Therefore a five year design storm is the intensity of rainfall expected to occur on an average of once in five (5) years The design objective was to remove water from the public right of way within 12 hours of the five-year design storm From this combination of parameters especially intensity and frequency the level of service for the drainage system was developed for the area west of Crandon Boulevard The level of service is as follows based on the project cost 169 I STORMWATER UTILITY FUND FISCAL YEAR 2004 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 1f 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 stormwatersystem received its biggest test on June 8 1997 when the Village was bombarded by 16 inches of rain in a span of 24 hours Sam Houston meteorologist at the National Oceanic and Atmospheric Administration on Virginia Key and Village resident said It was the most rain I d seen in 24 hours since I lived out here In addition Houston commended the Village s stormwatersystem 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 weir 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 170 I r I STORMWATER UTILITY FUND FISCAL YEAR 2004 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 Assrstance 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 recommendationsto 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 1949 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 171 II STORMWATER UTILITY FUND FISCAL YEAR 2004 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 pnnapal is due annually each October 1st The payments shall be from the stormwater utility fees and from a covenant to budget and appropriate from legally available Non Ad Valorem revenues As of September 30 2001 the outstanding debt will be $6 810 000 LOCAL MITIGATION STRATEGY Resolution 98 38 authorizes the execution of an interlocal agreement with Miami Dade County wherein the Village agrees to actively participate in the preparation of a County wide unified Local Mitigation Strategy (LMS) which addresses not only flooding hazards but all hazards to which Key Biscayne and the County are prone In consideration for such participation the Village receives an award of $30 000 172 STORMWATER UTILITY FUND Year FISCAL YEAR 2004 BUDGET Debt Service Schedule TotatitAnnualL,Debtitayment Schedule STORMWATER FUND Loan Balance. $7 200 000 Principal 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 $472 097 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 12750 $596 127 50 2015 $2 22p 000 490 000 00 1 1 1 923 00 $601 923 00 2016 $1 705 000 515 000 00 91 686 00 $606 686 00 2017 $1 165 000 540 000 00 7041650 $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 Senes 1999 Nationsbank N A 173 STORMWATER UTILITY FUND FISCAL YEAR 2004 BUDGET R FY 2003 FY 2004 FY 2005 FY 2006 FY 2007 FY 2008 FY 2009 FY 2010 FY 2011 Oper t g $528 049 $543 379 $543 379 $543 379 $543 379 $543 379 $543 379 $543 379 $543 379 It ti m $64826 $57423 $56183 $54143 $51276 $48186 $38297 $27753 $16239 G er I F d C t b t $0 $0 $0 $0 $0 $0 $0 $0 $0 Ti IR $592 875 $600 802 $599 562 $597 522 $594 655 $591 565 $581 676 $571 132 $559 618 Em d t re Adm t t C t $70000 $70 000 $70000 $70000 $70 000 $70000 $70 000 $70000 $70 000 R p &M t $80000 $80 000 $90000 $100000 $100000 $100000 $100000 $100000 $100000 P mp St t R pl m t $0 $0 $0 $0 $0 $0 $0 $0 $0 P p I dl 1 t $468613 $470559 $472093 $473213 $473921 $5]9215 $5]9]60 $584686 $5887&5 i i l E p cif $618613 $620559 $632093 $643213 $643921 5749215 $749760 $754686 $758785 R 0 (U d )Exp dtu ($25738) ($19757) ($32531) ($45691) ($49266) ($157650) ($168084) ($183554) ($199167) B g gF dB I Ed gF d8a1 $941 140 $915 402 $895 645 $863 114 $817423 $768 157 $610 507 $442 423 $258 869 $915 402 $895 645 $863114 $817 423 $768 157 $610 507 $442 423 $258 869 $59 702 18Y R a es P(2012 FY 2013 FY 2014 FY 2015 FY 2016 FY 2 17 FY 2018 FY 2019 T t 1 Op 1 g $543 379 $543 379 $543 379 $543379 $543 379 $543379 $543 379 $543 379 $9 222 113 It 11 m $3745 $0 $0 $0 $0 $0 $0 $0 $418071 G IF d C t b t $155 250 $280500 $280500 $348 650 $204380 $359 200 $367 930 $225 630 $2 222 040 T1 IR $702374 $823879 $823879 $892029 $747759 $902579 $911 309 $769009 $11 862 224 Exp dtu es Adm strt C t $70000 $70000 $70000 $70000 $ 0000 $70000 $70000 $60000 $1 180 000 R p &M t $100000 $100000 $100000 $100000 $100000 $100000 $100000 $100000 $i 650000 P mpSt t R p1 m 1 $0 $0 $150000 $150000 $0 $150000 $150000 $0 $600000 P pi dl i ret $592059 $594506 $596128 $601 923 $606686 $610417 $618115 $619574 $9530253 I 1 IE p di $762 059 $764 506 $916 128 $921 923 $776 686 $930 417 $938115 $779 574 $12 960 253 R 0 (U d ) Exp dtu ($59 685) $59 373 ($92 249) ($29 894) ($28 927) ($27 838) ($26 806) ($10 565) ($1 098 029) B g gF dB I $59 702 $17 $59 390 ($32 859) ($62 753) ($91 680) ($119 518) ($146 324) $941 140 E d gF dB 1 $17 $59390 ($32859) ($62753) ($91 680) ($119518) ($146324) ($156889) ($156889) Assumptions 1 $7,200 000 Sto mwater Utility Re enue Bonds issued for 20 years at a fxed rate of 4 136% 2 Operating revenue is based on additional units only No fee Increases or new units are ant cipated 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 Co t ibution 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 174 —u SOLID WASTE AND RECYCLING COLLECTION AND DISPOSAL FUND FISCAL YEAR 2004 MISSION STATEMENT To provide a comprehensive service onented 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 atthe 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 draft a Request for Proposal (RFP) The RFP was advertised in the Miami Daily Business Review on June 29 and 30 and July 1 1995 with a pre bid conference on July 8 1995 Six (6) private contractors and the City of Miami submitted proposals on July 22 1994 On August 24 1994 a committee of local municipal officials interviewed all contractors developing a four (4) contractor short-list Village Council via Resolution 94 46 adopted December 22 1994 awarded the contract to Industrial Waste Services Inc (presently known as BFI) All parties executed the five (5) year contract on December 30 1994 with services beginning on January 2 1995 This contract ends December 31 1999 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 175 SOLID WASTE AND RECYCLING COLLECTION AND DISPOSAL FUND FISCAL YEAR 2003 Monthly Annual % Cumulative Monthly Annual Increase Increase Increase 1 1995 2 1996 3 1997 4 1998 5 1999 6 2000 7 2001 $13 73 $164 76 $1391 $16692 $018 $1411 $16932 $02Q $1425 $17100 $014 $1446 $17352 $021 $16 77 $201 35 $2 31 $17 17 $206 04 $040 PROJECTED 1 31 1 44 0 99 1 47 16 00 0 20 $0 1 & $0 38 $0 52 $0 73 $3 04 $344 RBIS Staring Fund Balance $116 408 $119 621 $117 837 Revenue $286 000 $286 000 $286 000 Contract Expenses 266 787 270 784 274 781 ' Admen Expenses 16 000 17 000 18 000 Total Expenses 282 787 287 784 292 781 • EOY Net Inc /loss 3 213 1 784 6 781 EOY Balance $119 621 $117 837 $111 056 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 176 SOLID WASTE AND RECYCLING COLLECTION AND DISPOSAL FUND FISCAL YEAR 2003 A memorandum dated August 17 1999 to the Village Council from the Manager recommended a five (5) year contract be awarded BEI Waste Systems of North America provided the annual refuse fee is increased to $220 from $199 Resolution 99 74 (September 9 1999 authorized the Village Manager to negotiate a new five year contract Resolution 99 81 (October 12 1999) set the fee at $220 per year Ordinance 99 8 (October 26 1999) approved the five (5) year agreement and the contract was executed October 26 1999 FUND DESCRIPTION The Solid Waste and Recycling Collection and Disposal Fund is a self supporting enterprise fund intended to recover all contractual expenditures to provide residential refuse services REVENUES The $286 000 revenue represents the total of all billed single family homes (1 300) at $220 per residence less $4 576 for uncollectibies EXPENDITURES The line item for administrative expenses covers administrative personnel costs billing and collection costs supply costs and uncollectible fees The remaining generated funds are utilized for public information material special collections and other miscellaneous administrative expenditures it '+, k £ vSE s 7rGgiG ii wctra r.i" .�B R Operating Revenue $261 088 $269,454 $286 522 $291 701 $292 000 3292,000 3285 000 Interest Income 305 1 558 5 602 3 293 4 000 4 000 850 ' f evTen �: ¢ 74M-4 ^�2 3 1'" ,l'r`} ,5'S $ riT3:.. 9 2 ';. 9# R4 as en es i`3 rc'x' S�i h�iYt ~ i+Sf �w �� �... M� OW"an, aRv Ih'WL Contractual Seances 2 $222 904 $230 136 ' 3269 292 $260 736 $260 652 3263 789 $275 000 Administrative Costs 15 000 16 000 36 660 3 444 27 000 15 000 10 000 Total Expenses 237 904 246 136 305 951 264 180 287 652 278 789 3286 500 44 e '? --`44'4, *'+ lCttet u(3. „ C4Ori ` 'w, ,g -'R 1 t" '.'sc^ 4L,09‘80 &*'^°"'h �F'�""' € ' i �` Mx"'-„V."�^ ` 00� +`m`, z`9-�yc'_ i8�2' t. "Y k'a �88 `S�3"ij-"'r`� a . 1 nPenalty and Late Chargeso were formally ncluded in nSolid Waste Feesu 2 Contractual 5ery ceso us sol d waste and recycling collection and d sposal contract w ih BFI Waste Systems of North America 177 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2004 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 enterpnse 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 Flonda Department of Community Affairs at the Village Council Meeting of November 9 1999 178 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2004 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 I. 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 Elmer 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 179 11 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2004 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 shod 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 October29 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) 180 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2004 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 engineenng plan to extend sanitary sewers to as much of the remaining un sewered areas as is financially and otherwise desirable The intent is to complete that plan as soon as technically and financially feasible but not later than 1998 and to begin implementation as soon as technically and financially feasible and complete implementation no later than 2008 The State of Florida Department of Community Affairs (DCA) noted that the collection system is part of the settlement agreement between the Village and DCA in their June 12 1995 letter to the Village The Village request was 2014 Other DCA communications including its letters of February 5 1998 and February 18 1998 urge the Village to proceed with its sewer program as included in its Master Plan Finally it should be noted that the program is also consistent with the Florida Coastal Management Program 5 GOALS AND OBJECTIVES OF VILLAGE COUNCILS Since incorporation in 1991 Village Councils have adopted Goals and Objectives on nine (9) separate occasions On each occasion the construction of a sanitary sewer collection system was included as one of the Council goals and given a high priority In addition specific sanitary sewer workshops were held each year since 1996 6 FLORIDA DEPARTMENT OF ENVIRONMENTAL PROTECTION (DEP) a State Revolving Loan An application for funding ($723 762) the project with a State Revolving Loan (SRL) was filed March 15 1996 and was approved June 26 1996 to complete the planning design and administrative activities to construct additions to the wastewater collection system Funding covers pre -construction ($723 762 00) and construction costs ($7 218 228) or a total estimated at $7 941 990 00 Based on this estimate the average assessment for each property is $5 624 64 with the Village assuming 50% of the cost or $5 624 64 for a total cost of $1 1 250 The Loan would be repaid over a 20 -year period at an annual fixed interest rate of 181 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2004 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 Engineenng 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 00 182 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2004 c Completion of Pre Construction Phase (1) A second Loan Application was completed April 2 1999 in order to qualify the Village for a Completion Loan covering all construction phase costs (including the construction work and related costs) and to preserve its position in the fundable portion of DEP s Revolving Loan Priority List (A letter dated January 20 1999 from the Village Manager requested that the project be placed on the Fundable Portion of Priority List A memorandum dated January 22 1999 from the Department confirmed that this was granted ) (2) Final plans and specifications for the project were submitted to DEP September 30 1998 The plans were accepted effective October 21 1998 A letter dated November 3 1998 from DEP authorizes construction and construction related costs to be incurred (3) The project s Capital Financing Plan in the initial loan application and its updated presentation in the second loan application was reviewed and accepted by DEP on May 20 1999 The financial information in this report reflects the results of this review and provided the basis for the amendment of the loan agreement that covers construction phase activities d Summary of Pre Construction Phase Legislation (1) Ordinance 96 6 adopted June 25 1996 authorized the Village staff to proceed with the pre construction phase of the project The Council authorized the drawdown of the $723 762 00 in pre construction funds April 16 1998 The funds were received Apnl 14th and November 4 1998 (2) Resolution 98 47 August 25 1998 authorized the execution of Amendment #1 to the Agreement deferring loan repayment activities in expectation of additional financing required to cover construction phase work (3) Ordinance 99 9 adopted November 9 1999 among other actions and findings (a) Formally authorized the filing of the second loan application (b) Pledged Village and Special Assessment revenues for the repayment of the loan (c) Authorized the Village Manager to execute Amendment #2 to the Loan Agreement and (d) Application approved and executed by State on November 15 1999 183 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2004 (4) Resolution 99 92 passed and adopted November 9 1999 among other provisions (a) Declares the necessity to make sanitary sewer improvements and describes same (b) Declares the Intent to impose special assessments to cover the cost of the improvements (c) Indicates the nature location and estimated cost of the improvements (d) Provides that a certain portion of the cost of the improvements will be paid by Special Assessment (e) Provides the manner in which the Special Assessment will be made and when it shall be paid (f) Designates the parcels of land upon which the Special Assessments will be levied (g) Provides for an assessment Plat and (h) Authorizes the preparation of a preliminary assessment roll 7 MIAMI DADE COUNTY a Secured Miami Dade County Environmental Quality Control Board (EQCB) approval on a class basis for an extension of up to 10 years plus an additional hardship extension for up to another 5 year to connect to the system and abandon the existing septic systems (June 12 1997) b Pursuant to this approval the homeowner is required to connect to the collection system immediately when one or more of the following conditions occur (1) (2) (3) Failure of property s existing septic tank system occurs Improvements or repairs to a property exceed 50% of its value or A change in property ownership occurs c County Resolution #1164 98 adopted October 26 1998 approved an inter local agreement providing for the operation and maintenance of the system by the Miami Dade County Water and Sewer Department The system will be leased for a period of 20 years then sold to the County for a nominal payment Resolution 98 45 adopted August 25 1998 authorizes the 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 ) 184 -U1 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2004 d As indicated in the Financing Plan residents served by the System must pay in addition to their share of the sanitary sewers 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 8, 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 185 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2004 supported the sanitary sewer improvement project A fact sheet reviewed by the Village Council at the January 29 1998 Council Meeting was sent to the 706 homeowners who were not serviced by a municipal sanitary sewer A workshop to explain the program was held February 5 1998 This was the third workshop held for this project The referendum results were announced February 24 1998 172 i e 46 6% voted yes and 199 i e 53 4% voted no (371 out of the 706 affected homeowners i e 52 5% voted) The Village Attorney ruled at the March 9 1999 Council Meeting the referendum was on the specific financial plan described in the fact sheet mailed to the homeowners 10 SPECIAL ELECTION OF MAY 16, 2000 In response to a dissatisfied group of mostly affected property owners Referendum Petitions were filed in the office of the Village Clerk February 1 2000 with the requisite number of signatures proposing the following three ballot questions a An amendment to the Village Charter restricting the authority of the Village Council to impose special assessments to the effect that such shall not be imposed unless (1) A majority of property owners to be specially assessed petition for special assessments or (2) At an election of property owners to be specially assessed a majority of those voting vote in favor of special assessments b The repeal of Ordinance 99 3 that enables the Village Council to impose special assessments for public improvements including roads water street lighting sanitary sewers and other public improvements upon specially benefited properties (i e the so-called enabling legislation) and c The repeal of Ordinance 99 9 concerning the Village s Loan Agreement from the State of Florida providing financing for the construction of improvements to the Village s sanitary sewer system effectively withdrawing the authority of the Village to enter into such loan transaction Resolution 2000 11 passed and adopted March 14 2000 called for a special 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 186 _u SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2004 a 1 396 out of the Villages 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 (ie 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 N 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 authonzed 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 187 II SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2004 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 11 SPECIAL ASSESSMENT FOR THE SANITARY SEWER CONSTRUCTION PROJECT Ordinance 99 3 adopted Apnl 20 1999 permits a special sanitary sewer assessment to be levied and collected Assessment rules 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 authonzed 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 Engineenng Inc which was presented to the Council November 11 1997 188 II SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2004 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 linearfeet of gravity sewers approximately 1 885 linearfeet of force mains one (1) new 30 HP pump station upgrading (1) pump station to 15 HP and providing service laterals to the nght-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 $125 000 189 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2004 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 authonzed the Village Manager to instruct the design engineer PBS & J to proceed to advertise and receive bids for the project The following is the schedule 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 190 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2004 Bid valid for one hundred twenty (120) days from September 14 1999 Bids extended 240 days from passage of Resolution 9993 November 16 1999 Project Start extended to November 16 2000 by Resolution 200CB5 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 authonzed the contract to be awarded subject to a referendum on the project The following analysis of the bid results was prepared in conjunction with the award process it is clear from this analysis that the bid results in the tabulation below fall within the project s Financing Plan Ric Man International Corrected Bid Zone 1 $1 546 407 45 Corrected Bid Zone2/3 $3 753 807 96 Corrected Bid Zone 4 $ 513 707 46 Cor Bid Zone l& 2/3 $ 5 300 215 41 Cor Bid Zone l& 4 $ 2 060 114 91 Cor Bid Zone 2/3 &4 $4,284,605 64 Corrected All Zones $5 813 922 87 Metro United Equipment Engineering Foster Marine Service Corp $1 506 901 00 $4 096 120 35 $ 505 478 40 $ 5 603 030 35 $ 2,012,388 40 $4 601 598 75 $6 108 508 75 $1 783 575 15 $4 593 784 70 $ 528 719 42 $6 377 359 85 $2 312 294 57 $5 122 504 12 $6 906 079 27 $1 479 874 10 $ 3 801 300 09 $ 577 806 92 $ 5,281,174 19 $ 2 057 681 02 $4 379 107 01 $ 5 858 981 11 Central Florida Equipment Rentals $2 160 670 54 $5 962 366 84 $ 777 976 62 $ 8 123 037 38 $ 2 938 647 16 $ 6 740343 46 $ 8 901 014 01 Low Bd $1 479 874 10 $3 753 87 96 $ 505 478 40 $5 281 174 19 $2 012 388 40 $4 284 605 64 $5,739,160,46 Two contracts were awarded and approved by Resolution 99 93 adopted November 16 1999 as follows • Ric Man International for Zones 2 3 & 4 $4 284 605 64 • United Engineering Corp for Zone 1 $1 479 874 10 Total $5,764,479 74 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 191 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2004 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 pnce 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 192 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2004 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 It is calculated by adding and averaging columns D and F on Debt Repayment Analysis table (i e about $255 000/year average) Collection of theses revenues is secured by 193 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2004 i Liens on the real estate with standing comparable to that of the owner s ad valorem tax obligation u A deposit by the Village into the Loan Repayment Reserve Account in the amount of $13 127 00 representing about 3% of the loan ui 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 S13,127 to be paid into the SRLR by the Village matching the same amount provided as part of the budget funded with loan proceeds (b) The $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 194 $13 127 00 13 127 00 125 324 00 $151,578 00 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2004 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 pnonty 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 The Village is also working with Miami Dade County to collect funds if the County General Obligation Bond passes in November 2004 195 MILESTONES FOR THE VILLAGE n AA 5 �� �k3�dW! Charter Adoption Yes= 1 124 No= 541 June 18 1991 ,tth�`�`� c e N �IQ 2�a First Council Meeting September 23 1991 4A Village Manager Hired March 2 1992 ,� i +" + 4tsica#la ogaam f ide ' s� ' , �, y st § + ilaytl,l �zz z ; s';, 4 �. Mission Statement Adopted June 6 1992 ykx ,+y,�iC 3 ;.`i� tsb`4 -"ei1nf FF�Md7�7-t7 d '7r g � 31]ai� � ,nkd3 xE -, .�' � Cl '�.'„� a,`"� i � -, "',. rdra Ordinance 92 14 (Special Master) June 23 1992 {7 fGP� Dedi ed �a h- } a + A � ✓'t H d3. 'k � d i� fie'} f'Y �z4Ij �� � f'<�F � ��q r ' f "f � f -�i �E •`1 i ,? fix€'M1� Recreation Department Operational July 20 1992 as _ P 1Q °� r.�s t :�plil�tt p E wl s.V �t h '�{ 4 i a't§s ,y N'n ,Y��� A 1 y 1(1 HURRICANE ANDREW ($2 212 725) August 24 1992 b<�4 �i , "�t#a M r gandiPlannir' Dept end ° Ia � Y' '. # w ept be a y S Calusa Park Exchange Unofficially Given to Village October 20 1992 f Di l`4 fy/ 4�1AfIbd} S� Village Government Recognized by ICMA January 28 1993 k "3vZ +5 kE> 'TY j § �� O';•IG �G' tmInt Opel• '�C711`{.l(•' P Resolution 93 08 (Opted out of Miami Dade Fire District) March 9 1993 hA� i Sri i+�+�� ' 3rgs iz r ii c� cr�art t � K r > APrB :19` .t� Fire Referendum Yes= 752 No=1 313 Apnl 27 1993 Fr ue Cklt9tHi '3 1 "+ � r � �' wr 3 Village Seal Adopted Jun, e 8 1993 n q py�.i y��M1, tpj�I'�}% *' V-1 s§.l " Pur1 I iWSe Police Station at 85 West Enid Drive Operational August 25 1993 t; rrh cast t ld ter Pla i dap l li t ' rl °, } 'l, p bet 4„ 1t 3 it Fire Rescue Department Operational October 1 1993 196 MILESTONES FOR THE VILLAGE 200 Crandon Boulevard structure Demolished RESOLUTION 94 38 (Naming Village Green) Solid Waste & Recycling Collection Service Inception Stormwater Sewer Construction Project Commenced Land Purchase Straw Ballot 1) Community Center 2) Village Offices .3) Police/Fire Facilities Y= 706 N= 775 Y= 430 N= 938 Y= 584 N= 830 Sidewalk Construction Program initiated Traffic Calming Master Plan Adopted Statewide Catastrophic Response and Recovery Mutual Aid Agreement executed Charter RevispCOMMittpeap it d Charter Electpp ,24 Amendments approved by voters ORDINANCE 97-21 (Fire/ Police Retirement Plan) August 13 1994 October 11 1994 January 1 1995 June 19 1995 September 12 1995 Apnl 29 1996 September 10 1996 November 25 1996 December 10 1996 June 10 1997 September 9 1997 197 MILESTONES FOR THE VILLAGE Lake and Ocean Parks dedicated to the Village February 20 1998 I aw FwSt ;,�*F .A 3b t&3S] Sai,„S��yv. 1:�, Wti -�i 3h J. Mu9i "di, jVtt'lY1 Nf A /55&MY� � �' rU� kl�H_.4t? d�L�Cfi '"1 hh"Ypl�llI�l��fi Mayor Term Referendum Yes= 286 No=646 June 30 1998 County School Board approves K 8 - April 28 1998 Ai it d fl irTh 'kids "; ?, 1 '" 81' d "F 41t6 rd i r41 i 4.d 's ,'.% i`m `✓+ i��� 4" "y1 " n,T ,� e' Res ue p ent rerblvis"A��t+ ns (!i'%fS+A �a`" ,f1 Y15' 5'` 'HS § t�,'> 4a ORDINANCE 98 9 ($7 2 Million Stormwater Bond 4 13%) October 27 1998 :`i'(Va° i4'Ik x',, ,d� 1 H,f{xrt ;& cRPTH/WCET9$ )0 ESCI6i Seale irn F ORDINANCE 99 3 (Special Assessment Procedures) April 20 1999 Jd � U ✓n r, ast r� ;Dea'cafi � ` �� 4 tY a rxYf iS ORDINANCE 99-6 ($10 Million Civic Center Bond 4 729x) June 22 1999 3, R 4-y -. 4 o ! YSw" F Iy- 4 �d T -d 15 t" Bost'Era ri e Zeconstructioh i je ar ' f E a;' a ' ^' q9 1 +-'„✓"z8 i Ji lr 20 1999,-e- CRS Rating 6 approved by FEMA August 25 1999 {,, `A b J V I Y 4 1 # b ta$ J � "••d�,S}fjx b^' " rN*. �Goun Citar$ber8pbl�ed r �`* S (� Y �{di .t:,, y 'k,, h 4,:c, 1 { � PI;9 i,; Swale Referendum Yes= 380 No= 967 October 5 1999 ] b 1 X { Pfi'f1� P +`r` f d`' fa�g'm"k�"k g' '.�` xi 5 I � n§ t t�F� Special Assessme t CharteTAM{ b ruent Y 6 t ' 1 w N- ! i �Iv i �b din nqe %9 Se r entt Y c P y� }Y�'1�']'�� 3�t�/k�trq �/.[,t �i�F dt � p�,`J R � Rep �3�i�„rT ite M99-9 ( oaf&i) -485 v i 1 s� � liiu M y t6 2000 W P it F } alu kf f ORDINANCE 2000 2 (20 M P H Maximum Speed Zone) March 14 2000 560 Crandon Boulevard Acquisition September 21 2000 ,i. c r �-; t y` as. ' r s�2tg' Kv` % P a1 *ma'` k! ar i a ce1 n 2f100 -F3 i1 IliW �� iti � ' 1+ ,1 ©©1 11 "�1� I `IP ��, ' / Ocean Park Phase One Construction Completion August 2000 ia m1 + l°I , t aisl e t�f � 'ata "F,dur)t i °� " r�s Gazebok Bandstands July 2001 _'� ^! 't S W D 1 V 1T rrlh rfrii els t 7f �#n ; t�3 r ,4 S I y i" J': a t ng� hi Police/Administration Building & Fire Station Dedication October 28 2002 198 :a;irm ii [ HURRICANE PREPAREDNESS AND RECOVERY PLAN FISCAL YEAR 2004 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 Hurncane Andrew s destruction on August 24 1992 emphasized the dire need for a formal hurricane preparedness and recovery plan In the wake of Hurncane Andrew the Village of Key Biscayne has formalized two (2) separatestorm 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 Flonda Communities in the annual statewide hurricane preparedness dnll 3 Village Resolution No 96 8 adopted April 9 1996 authorized Village participation in the StatewideMutual Aid Agreementfor Catastrophic Disaster Response and Recovery between the Florida Division of Emergency Management and the Village This^ugreement 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 October29 1996 4 The 1996 locally produced hurricane procedures video Before the Storm is available for viewing at the Office of the Village Clerk The hurncane video community workshops and other storm information are shown on channel 99 throughout the hurricane season Annually the Village provides through its government offices the NBC 6 brochure Storm Watch a hurricane planning preparationand 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 EmergencyOperations 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/condominum complex or similar residential area to prepare for and respond after a disaster The second 14 member class completed their training on December 19 998 199 HURRICANE PREPAREDNESS AND RECOVERY FISCAL YEAR 2003 8 Complementary to the Hurricane Plan is the Storm Preparation and Recovery Plan for the Village of Key Biscayne Beach (SPRP) The Plan was reviewed by several County State and Federal agencies for accuracy The plan is intended to documentpre 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 resultingrealization that the Village of Key Biscayne must take steps to ensure its own beach recovery 9 In a continuing effort to better storm preparation and recovery efforts Village Emergency Mitigation and Recovery Manager Fire Chief John Gilbert attended the annual Governor s Hurncane Conference in Apnl 1998 as well as a seven day extended course sponsored by the Miami -Dade County Office of Emergency Management in May 1998 10 In July 1998 the Village of Key Biscayne and the Ocean Club reached an agreement whereby the oceanfront development would provide manpower and equipment to clear road debris and provide posf hurricane headquartersto 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 11 The President of the United States issued an emergency declaration on September22 1998 making the Village eligible for disasterrelief 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 12 Resolution 98-57 adopted November 17 1998 established Village support of the Hurricane Mitch relief effort in Central America urging residentsto send aid through local charities and authorizing the Village Manager to investigate an active role for the Village Government 13 Resolution 99 46 adopted May 11 1999 established a Special Disaster Relief Reserve Fund in which the Hurncane Georges federal reimbursement of $112 924was deposited The Village will utilize this fund for hurricane planning and improvement of the Emergency Management Plan 14 At the nomination of the Village Ocean Club Project Superintendent Mr Rick Chitwood received the 13th Annual Governor s Hurricane Conference Corporate Award on June 9 1999 for his knowledge and expertise in the principles of emergency management and hazard mitigation 15 A Hurricane Preparedness Manual was prepared and distributed to all condominium managers in June of 2000 Copies are available at the Village Manager s office 16 Resolution 2001 14 adopted February 13 2001 approved the Statewide Mutual Aid Agreement providing for MutualAid in disasters 200 AWARDS AND RECOGNITION FISCAL YEAR 2004 The Village of Key Biscayne accomplished numerous goals and objectives m 2003 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 Smie * 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 Kissmger Village Manager 1997 Society of Public Administration South Flonda 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 Flonda 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 201 * Building, Zoning & Plannmg Insurance Services Organization (ISO) Rating of 3 (highest given to a Miami Dade County Mumcipality) 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 Engmeers 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 2002 Government Finance Officers Association (GFOA) of the United States and Canada Certificate of Achievement for Excellence m Financial Reporting 1992 2002 * 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 i VILLAGE OF KEY BISCAYNE LOCAL ELECTED OFFICIALS ELECTED COUNTY OFFICIALS I Miami Dade Mayor The Honorable Alexander Penelas Stephen P Clark Center 1 1 1 Northwest First Street Suite 2910 Miami Florida 33128 Tel 375 5071 Fax 375 3618 www metro dade com II County Commissioner (Distnct Seven) The Honorable Jimmy L Morales Downtown Office Bonnie Socket Stone Chief Administrative Aide Metropolitan Dade County Board of County Commissioners District 7 1 1 1 Northwest First Street Suite 220 Miami Florida 33128 1963 Tel (305) 375-5680 Fax (305) 372 6103 Distract Office Maria Elena Levrant 2000 Southwest 27th Avenue Suite 102 Miami Florida 33145 Tel (305) 529 0599 Fax (305) 529 1188 E Mail district7@co miami dade fl us Web Page www co Miami dade fl us/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 UTO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL SLANDERS THROUGH RESPONSIBLE GOVERNMENT ❑ 202 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 Flonda 32399 1 100 Tel (850) 487 5121 Fax (850) 921 7546 Miami Office 301 41st Street 3rd Floor Miami Beach Florida 33140 Tel (305)535 5432 Fax (305)535 5435 Email margohs gwen web@flsenate goy VI 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 14545 W 1st Street Suite 100 Miami FL 33135 Tel (305) 643-7324 ELECTED FEDERAL OFFICIALS VII United States Senate The Honorable Bob Graham (D) Washington Aide & Address Ken Klein Chief of Staff 524 Hart Senate Office Building Washington D C 20510 Tel (202) 224-3041 Fax (202) 224-2237 E Mail bobgraham@graham senate gov District Representative Ellen Roth District Director 150 S E Second Avenue #1025 Miami Florida 33131 Tel (305) 536-7293 Fax (305) 536-6949 VIII The Honorable Bill Nelson (D) Washington Address 517 Hart Senate Office Building Washington D C 20510 Tel (202) 224-5274 Fax (202) 224 8022 E Mail senator@billnelson senate gov Orlando Address 225 East Robinson Street Suite 410 Orlando Florida 32801 Tel (407) 872 7161 Fax (407) 872 7165 MISSION STATEMENT MO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT.O 203 VILLAGE OF KEY BISCAYNE LOCAL ELECTED OFFICIALS IX United States House of Representatives (District 18) The Honorable Ileana Ros Lehhnen (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 UTO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT J 204 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 contnbute 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 205 I FINANCIAL TERMS Appropriated Fund Balance The amount of surplus funds available to finance operations of that fund in a subsequent year or years Assess To establish an official property value for taxation Assessed Value A valuation set upon real estate by Metro Dade County Property Appraiser as a basis for levying real property taxes (Ad Valorem Tax) Asset Resources owned or held by governments which have monetary value Assets may be tangible or intangible and are expressed in terms of cost or some other value Probable future economic benefits obtained or controlled by the government as a result past transactions or events B Balanced Budget Occurs when planned expenditures equal anticipated revenues In Florida it is a requirement that the budget submitted to the Village Council be balanced Balance Sheet The basic financial statement which discloses the assets liabilities and equities of an entity at a specified date in conformity with GAAP Basis of Accounting A term used to refer to when revenues expenditures expenses and transfers and the related assets and liabilities are recognized in the accounts and reported on the financial statements Specifically it relates to the timing of measurements made regardless of the nature of the measurement on either the cash or accrual method Basis Points The measure of the yield to maturity of an investment calculated to four decimal places A basis point is 1/100th of 1 percent (01 percent) Beach Nourishment The maintenance of a restored beach by the replacement of sand Bond A written promise to pay a designated sum of money (the principal) at a specific date in the future along with periodic interest at a specific rate The payments on bonds are identified as Debt Service Bonds are generally used to obtain long term financing for capital improvements Bond Funds Resources derived from issuance of bonds for specific purposes and used to finance capital expenditures 206 II 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 authonzed expenditure ceilings under which a government and its departments operate usually one year Budgetary Basis This refers to the basis of accounting used to estimate financing sources and uses in the budget This generally takes one of three forms GAAP cash or modified accrual Budget Calendar The schedule of key dates which the Village follows in the preparation and adoption of the budget Budget Document (Program and Financial Plan) The official wntten statement prepared by the Village staff reflecting the decisions made by the Council in their budget deliberations Budget Message A general discussion of the proposed budget written by the Village Manager to the Village Council The message provides the Village Council and the public with a general summary of the most important aspects of the budget Budget Ordinance The schedule of revenues and expenditures for the upcoming fiscal year which is adopted by the Village Council each year Budget Process 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 Improvement Program (OP) A projection of capital (long lived and significant) expenditures over the coming five years The method of financing is also indicated 207 FINANCIAL TERMS Capital Improvement Fund An account used to segregate a portion of the governments equity to be used for future capital program expenditures Capital Outlay The amount set aside in the operating budget each year for capital expenditures Capital Protect Major construction acquisition or renovation activities which add value to a governments physical assets or significantly increase their useful life Also called capital improvement Capital Protects 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 Certiorari A judicial proceeding to review an assessment of real property Consumer Price Index (CPI) A statistical description of price levels provided by the U S Department of labor The index is used as a measure of the increase in the cost of living (i e economic inflation) Consolidated Budget The consolidated budget section contains a summary of all Village funds and all revenues and expenditures Contingency Fund Account An appropriation of money set aside for unexpected expenses The amount needed is transferred by Village Council action to supplement an appropriate expenditure account if necessary Contractual Services Services rendered to a government by private firms individuals or other governmental agencies Examples include utilities rent maintenance agreements professional consulting legal and auditing services Cost Sharing The contribution that a grantee must make to help fund the total cost of a project 208 FINANCIAL TERMS 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 wrthin 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 prncipal interest and related costs The payment of principal and interest on borrowed funds Delinquent Taxes Taxes remaining unpaid on or after the date on which a penalty for nonpayment is attached Department A major administrative division of the Village which indicates overall management responsibility for an operation or a group of related operations within a functional area A department usually has more than one program and may have more than one fund Depreciation Expiration in the service of life of capital assets attributable to wear and tear deterioration action of the physical elements inadequacy or absolence or the portion of the cost of a capital asset which is charged as an expense during a fiscal period Disbursement The expenditure of monies from an account 209 FINANCIAL TERMS D►shnqu►shed Budget Presentation Awards Program A voluntary awards program administered by the Government Finance Officers Association to encourage governments to prepare effective budget documents The Village has received this award since 1993 E Employee (or Fringe) Benefits Contributions made by a government to meet commitments or obligations for employee fringe benefits Included are the governments share of costs for Social 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 dunng 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 matenals electncity 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 Village Council 210 FINANCIAL TERMS 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 pnvilege 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 pnvilege 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 pnnciples The primary authoritative body on the application of GAAP to state and local governments is the Governmental Accounting Standards Board (GASB) General Fund The fund that is available for any legal authorized purpose and which is therefore used to account for all revenues and all activities except those 211 FINANCIAL TERMS 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 Obl►gat►on Bonds Bonds for the payment of which the full faith and credit of the issuing government are pledged In issuing general obligation bonds the Village of Key Biscayne pledges to levy whatever property tax is needed to repay the bonds for any particular year General Obligation Bonds cannot be issued without voter approval and are usually issued with maturities of between 15 and 30 years GFOA Government Finance Officers Association An organization founded to support the advancement of governmental accounting auditing and financial reporting Goal A long term attainable target for an organization An organizations vision of the future Goals and Oblect►ves 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) Inter fund Transfer Equity funds transferred from one fund to another 212 FINANCIAL TERMS Intergovernmental Revenue Funds received from federal state and other local governmental sources in the form of shared revenues Insurance Services Office/Commercial Risk Service (ISO) An insurance rating system used to rate the cost of insurance for property owners The lower a district s rating the lower the cost of insurance Village rating is a three L Liabilities Debts or other legal obligation arising out of transactions in the past which must be liquidated renewed or refunded at some future date This term does not include encumbrances Line Item A specific item defined by detail in a separate account in the financial records Revenue and expenditure justifications are reviewed anticipated and appropriated at this level M Management Plan The strategic planning items that summarizes and articulates the Goals and Objectives for each department M►llage rate One mill equals $1 of tax for each $1 000 of property value The millage rate is the total number of mills of tax assessed against this value The millage rate is a rate of taxation ultimately adopted by the Village Council Mill of Tax A mill is a rate of tax equal to $1 for each $1 000 of assessed property value If a house has a taxable value of $50 000 and the millage rate is 1 then $50 in taxes are assessed and if the millage rate is 10 then $500 in taxes are assessed Mission A description of the scope and purpose of a Village department Modified Accrual Accounting A basis of accounting in which revenues are recorded when collectable within the current period or soon enough thereafter to be used to pay liabilities of the current period and expenditures are recognized when the related liability is incurred N Non Departmental Appropr►ations (Expenditures) The costs of government services or operations which are not directly attributable to Village Departments 213 FINANCIAL TERMS 0 Ob►ect►ve A specific measurable and observable result of an organization s activity which advances the organization toward its goal Obiects 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 Obligat►ons Amounts which a government may be legally required to meet out of its resources They include not only actual liabilities but also encumbrances not yet paid 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 Operat►ng 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 pnnciple designed to set parameters for decisions and actions 214 FINANCIAL TERMS Productivity A measure of the service output of Village programs compared to the per unit of resource input invested Programs and Ob►ect►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 vanety 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 215 FINANCIAL TERMS Rolled Back Mdlage Rate The millage necessary to raise the same amount of Ad Valorem tax revenue as the previous year excluding taxes from new construction It represents the millage rate level for no tax increase S Service An activity that produces an output that is not physical in nature and produces an output that when provided provides utility to the customer in the form of intangible benefits Service Charges The amount the Village receives for the provision of services and commodities or the performance of specific services benefiting the person charged Special Assessment A compulsory levy made against certain properties to defray part or all of the cost of a specific improvement or service deemed to pnmanly 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 Diet worth❑ in commercial accounting is comparable to ofund 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 216 FINANCIAL TERMS Traunch One of many influxes of cash which is part of a single round of investment TRIM Truth in millage (section 200 065 Honda Statute) Trust Fund A fund used to account for assets held by the City in a trustee capacity for individuals other governments or other funds U Undes►anated 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 Uhl►ty 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 descnbes 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 217