HomeMy WebLinkAboutInformal Packet 03-23-2010 ~ J'. _ -
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AGENDA
Tuesday, March 23, 2010
WILL FOLLOW 9:00 A.M. BOCC MEETING
INFORMAL MEETING
1. CALL TO ORDER - COMMISSIONER GRANDE, CHAIRMAN BOARD OF COUNTY
COMMISSIONERS
2. DISCUSSION ON THE LOCAL ECONOMIC STIMULUS PROGRAM - MARIE GOUIN,
DIRECTOR MANAGEMENT AND BUGET
3. INMATE MEDICAL COSTS -COUNTY ADMINISTRATOR AND DAN LUTZKE, INTERIM RISK
MANAGER
4. REPETITIVE LOSS - WILLIAM HOEFFNER - DIRECTOR GRANTS AND DISASTER
RECOVERY
5. DISCUSSION WITH SOUTH FLORIDA WATER MANAGEMENT DISTRICT ON LAND
ACQUISITION IN WESTERN ST. LUCIE COUNTY
6. ADJOURNMENT
CONFERENCE ROOM #3
ROGER POITRAS ADMINISTRATION ANNEX
2300 VIRGINIA AVENUE, FORT PIERCE FLORIDA 34982
NOTICE: All Proceedings before this Board are electronically recorded. Any person who decides to appeal any action taken by the Board at these meetings will need a record of the
proceedings and for such purpose may need to ensure that a verbatim record of the proceedings is made. Upon the request of any party to the proceedings, individuals testifying during
a hearing will be sworn in. Any party to the proceedings will be granted the opportunity to cross-examine any individual testifying during a hearing upon request. Anyone with a disability
requiring accommodation to attend this meeting should contact the St. Lucie County Community Services Manager at (772) 462-1777 or TDD (772) 462-1428 at least forty-eight (48)
hours prior to the meeting.
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Item 3
_
•
OFF-SITE INMATE MEDICAL
CARE
Catastrophic Inmate Medical Insurance
Cost Containment Effort - Sto -LOSS
Self-Insured Retention (SIR):
County Retains the First $75K of Individual Inmate costs.
"Stop-Loss" policy Reimburses Costs that exceed the SIR.
Policy Terms (in $1,000)
Previous Years: $75K-SIR, $250K Indiv. Max. Payout
$750K Aggregate Maximum Payout
Hospital Sub-Limits: $ 8 K First 3 days - $ 4 K
New Policy Limits: $75K-SIR, $250K Indiv. Max. Payout
No Aggregate Maximum Payout
Hospital Sub-Limits: $ 9 K First 3 days - $ 5 K
3/19/2010 St. lode County Risk Management 2
1
3/19/2010
Inmate: OFF SITE -MEDICAL & HIV
Three Year Cost History
Medical Care
Cost Budget Reserve
• FY 07/08 $1,684,828 $2,102,584 -
• FY 08/09 $1,683,024 $1,500,000 $250,000
• FY 09/10 ~2,983,856* $1,850,000 $250,000
YTD
* Note: Cost for first five months only.
3/19/2010 St. Lude County Risk Management 3
PHS Received and Billed -Off-site Costs
FY 09-10 Through February
Invoices Received by PHS YTD: $ 2,240,461
Invoices Not Yet Billed to County: $ 9,582,930
Paid By County - YTD
Paid Medical Care: $ 475,003
Paid HIV & Psychotropic's: $ 186,841
Prior FY Paid -Late Billing: $ 739,082
Total Cost Paid YTD: $ 9,400,926
Note: Totes/Cost YTD: 2, 983, 856
3/19/2010 St. Lude County Risk Management 4
2
3/19/2010
Where Are The Dollars Going
FY 09/10 Thru February 2010
Inmate Off-Site Medical Costs
• Hospital Services: $1,890,642 84%
• Specialists & Other: $ 349,818 16%
3/19/2010 St. Lucie County Risk Management 9
Cost Control Efforts
Meetings To Address The Issues.
• Multiple meetings have been held with:
• Sheriff's Office and Jail Mgmt,
• Prison Health Services Mgmt. & Medical Staff,
• State & County Health Dept.,
• Longwood Hospital Admin. and HCA Mgmt.
• All parties appear to be making concerted efforts.
3/19/2010 St. Lucie County Rlsk Management 6
3
t
3/19/2010
COST CONTROL EFFORTS
COORDINATION OF MEDICAL CARE BETWEEN AGENCIES
ACTIONS TAKEN
Organized and Held A..
Joint Meeting with State/County Health Dept.,
Jail Staff & On-Site PHS Medical Staff
TO:
Coordinate the Delivery of HIV Drugs, Maternity and
Other Services Between County Health Dept and PHS.
3/19/2010 St. Lucie County Rlsk Management 7
Reduce HOSPITAL In-Patient Costs
Action Plan
Conduct Meaningful Dialog With Lawnwood /HCA On Terms.
Develop Contract Based On a Existing Fee Schedule (Medicare).
Contracts Must Be Fair For All -Including Tax -Payers.
Develop Other Sources For In-Patient Hospital Care.
3/19/2010 St. Lucie County Risk Management 8
4
3/19/2010
Next. .
St. Lucie Count BOCC
Discussion
Direction
5
f
• Item 4
" _ ;
l
~ Grants/Disaster Recovery
MEMORANDUM
TO: Board of County Commissioners
THROUGH: Lee Ann Lowery, Assistance County Administratof`t'
William Hoeffner, Grants/Disaster Recovery Director~~~
FROM: Roberta Breene G~~
Grants/Resource Developer
DATE: March 18, 2010
SUBJECT: Severe Repetitive Loss Program -Overview and Update
COPY TO: Faye Outlaw
Background:
The Severe Repetitive Loss (SRL) Pilot Program was designed to provide funding to reduce or
eliminate the long-term risk of flood damage to severe repetitive loss structures insured under the
National Flood Insurance Program (NFIP). Under various conditions and qualifications, the program
will:
• Elevate the structure
• Acquire and relocate or demolish the structure. If acquired, the land must remain as open
space in perpetuity and be maintained by a government entity.
• Demolish and reconstruct the home
Subject to the limitations imposed by the Benefit Cost Analysis (BCA) conducted on each property,
FEMA would provide 90% of the cost, and the homeowner would be responsible for the remaining
10%. No County cash funds were to be required. If a homeowner decides to participate, receives a
mitigation offer from FEMA and then chooses not to accept the offer, his flood insurance rates will
increase.
SRL Properties
In Spring 2008, FEMA provided the County with a list of nine SRL properties, eight of which were
within the unincorporated County and one within the City of Fort Pierce:
• Three were in Venture III on South Hutchinson Island (one withdrew at a later date).
• One was in Thumb Point on South Hutchison Island.
• Four were near the confluence of Ten Mile Creek and Five Mile Creek.
• One was in White City. The owner of the property in 2008 was non-responsive. However, the
current owners (Irene-Eva Ries and Jacques Beumer) recently appeared before the Board
seeking support for a new application.
Eight applications for elevation mitigation were submitted in May 2008. The State is the Applicant
through the Florida Department of Emergency Management (FLDEM), and the County is the Sub-
applicant. If an award is offered, the County would then contract with each homeowner.
Application Issues and Difficulties Encountered
In addition to a plethora of smaller and individual issues, three identifiable events have delayed the
application and review process:
1. Pre-Award Costs:
FLDEM advised the County that no homeowner should have to pay any pre-award costs.
However, the grant application required technical information, such as surveys, elevation
certificates, engineering, elevation estimates, etc. that would have been more easily obtained
through contracted services. Instead, Staff spent considerable time obtaining best estimates
secured through research, calculations and multiple meetings with the homeowners and
potential contractors.
Note that, when the SRL Program became available in St. Lucie County, it became impossible to
obtain estimates for elevation. Faced with close to 600 eligible SRL properties in the State of
Florida, elevation contractors began to charge $1,000 each for an elevation estimate. To
circumvent this obstacle, one local elevation contractor met with Staff and, based on his
experience with similar homes in an adjacent county, helped construct relatively meaningful
estimates. No County funds were expended. If a property owner were to receive an award, then
more accurate estimates would have had to have been secured.
2. Process Delays:
All eight applications initially requested funding for elevation mitigation of the properties, the first
line of defense. FLDEM also had indicated that the mitigation method could be modified, if need
be, at a later date. However, Tropical Storm Fay hit in August 2008, dealing the final blow to
three of the eight properties. This changed the desired mitigation from elevation to acquisition
and demolition for these three properties. A fourth property owner who was not interested in
elevation was encouraged by FLDEM to re-submit for reconstruction mitigation. In the meantime,
one applicant withdrew his application.
However, FEMA prohibits modification to applications that are under review. Therefore, FLDEM
advised Staff to resubmit the applications, but to wait until they actually had been awarded. All
County applications, except one, were initially approved at a later date. The property that was
not initially approved had been determined to be in a floodway as opposed to a flood plain, and
FEMA does not fund mitigation elevation in a floodway. This property, which is one of the three
that had been devastated by Tropical Storm Fay, was therefore, resubmitted for acquisition
mitigation.
This delay and resubmittal also provided Staff with the opportunity to request and receive
$24,000 from the BOCC (5/26/09, Contingency) to "front" the cost of select required items to
refine and replace the missing specified data. (Only $8,020 of the $24,000 was required.) If any
project receives an award from FEMA, then the related County expenditures most likely would
be reimbursed. In addition, by the time of the re-submittals, the elevation contractor knew that
the projects were likely to be awarded and was able to provide, without charge, actual estimates
for elevation...
The three property owners, who were impacted by Tropical Storm Fay, have been out of their
uninhabitable homes since August 18, 2008, awaiting word as to whether there will be an award
under the SRL Program. There is no FEMA reimbursement for the costs these homeowners are
incurring during this period, as this is a situation that the FEMA guidance did not anticipate.
Those with a mortgage are continuing to pay a mortgage on an uninhabitable home while also
paying rent to live elsewhere. Each property owner also is required to continue his flood
insurance in order to be eligible for the SRL Program. Some have had their homeowner's
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insurance cancelled, because no one is living in the home. One home has been burglarized.
Community Services was able to provide some assistance to one eligible property owner. In
addition, Mustard Seed Ministries, Inc. agreed to pay to reinstate the lapsed flood insurance of
this same property owner in order to maintain the property owner's eligibility for the program.
Mustard Seed is to be reimbursed at closing.
3. Staff changes at FLDEM
Staff changes resulted in the loss or misplacement of data critical to one application. The data
has now been located. However, changes in FEMA rules regarding BCAs effective January 1,
2010 have disallowed this data and may now cause this project to fail and the homeowner to be
penalized
Application Awards
In Fall 2009, following notification of award, the three potential acquisition projects were resubmitted,
three elevation applications were resubmitted with more accurate estimates, and one application
was modified from elevation to demolition and reconstruction, as follows:
Property Owner Mitigation Open Space Estimated
Acres Pro'ect Cost
1 - Da Elevation $ 333,362
2 - De Elevation $ 71,154
3 - He Reconstruction $ 176,189
4 - Hi Acquisition 2.68 $ 411,856
5 - Ho Ac uisition 0.94 $ 255,391
6 - Lo Elevation $ 212,747
7 - Sh Ac uisition 0.95 $ 318,260
Total 4.57 $1,778,959
One of these re-submittals (No. 5) was delayed until January 2010 due to lapsed flood insurance
and other personal issues of the homeowner. All applications, except one, now have moved from
FLDEM to FEMA. The first two acquisition projects (Nos. 4 and 7) have cleared FEMA review, as of
January 25, 2010, entered the awarding stage and are waiting on the actual cash to give to the State
to fund the projects. The application with the "disallowed data" (No. 3) remains on hold while County
and FLDEM staff attempt to find a solution. The remaining four applications (Nos. 1, 2 5 and 6) have
recently been forwarded from FLDEM to FEMA for review.
County and Homeowner Responsibility
If approved by FEMA, the homeowner would be responsible for negotiating and contracting for the
construction services required. FEMA guidance does not allow the homeowner to perform the work
himself. However, the homeowner would be advised to work very closely with the County to assure
that all local and FEMA requirements are met, or risk submitting ineligible claims for reimbursement.
The County would be responsible for project management of the acquisition, elevation, relocation,
demolition or reconstruction of eligible structures. If the property becomes open space, the County
will be responsible for land management.
In addition, the County would be the fiscal agent for reimbursement. The property owners have been
advised and are aware that they would be required to pay the contractors and then wait
approximately six weeks for reimbursement from FLDEM. Only one (6-Lo) has indicated a concern.
This property owner has spoken with a bank that was unwilling to commit until a signed contract was
in place. When the property owner receives his cancelled check, he would submit the check and
supporting paperwork to the County's Central Services Department. Central Services staff would
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verify the eligibility of the work performed and then forward the claim for reimbursement to FLDEM.
Upon approval, FLDEM would pay the County, and the County would reimburse the homeowner for
approved expenses less a 5% management fee.
It is our understanding that this 5% is insufficient to cover the cost of contracting project
management services from a private contractor. This understanding is based upon a conversation
Staff had with a local home elevation contractor, who indicated that Martin County had explored
hiring a contractor to handle a similar elevation project, and realized that they could not contract the
project for the 5% allowable administrative cost.
County staff time
The following is an estimate of the amount of staff time required to complete the process and
assume responsibility for the current seven SRL applications.
• Grants/Disaster Recovery Department
Grant submittal, modification and resubmittal; Property owner meetings and coordination
with FLDEM.
o Estimated staff time, applications: 320 hours
o Estimated staff time, resubmittals: 80 hours
o Estimated staff time, meetings and ongoing: 104 hours/year x 2.5 yrs. = 260 hours
For future applications, it is anticipated the time spent by Grant's staff could be reduced by
almost 33% given experience gained in the program and without the special problems
caused by Tropical Storm Fay in the first group of applications.
• Acquisitions
Manage the closings for the three properties recommended for acquisition.
o Estimated staff time: 10 hours/property x three properties = 30 man-hours
• Environmental Resources Department
Manage the three additional "open space" properties in perpetuity (4.57 acres).
o Estimated staff time: 40 hours per year to supervise an inmate crew.
¦ Properties will return to a natural state and require minimal maintenance.
¦ To date, no decision has been made regarding the installation of fencing.
Two of the properties are adjacent to an un-fenced existing preserve.
• Central Services
Manage the four elevation and reconstruction projects, including demolition and grading as
needed, preparation of the reimbursement requests and quarterly reports.
o Estimated project staff time: 340 man-hours.
o Estimated report/reimbursement time: 86 man-hours
• The Office of Management and Budget and Finance Departments processing check requests
o Estimated staff time: 40 man-hours total
Total County staff man-hours (estimated) for seven SRL applications: 1,196 man-hours
Estimated average cost per man-hour for professional staff, including benefits: $41.83
Total estimated staff cost for seven SRL applications,
not including administrative oversight and management = $50,029
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Requests for Additional Applications for Severe Repetitive Loss (SRL)
There are now four new SRL properties, three in the County and one in the City of Fort Pierce, that
are eligible to apply in a future application.
The identification process and notification of SRL property owners occurs as follows:
1. FEMA identifies SRL properties and notifies FLDEM.
2. FLDEM sends a letter to the property owner advising him of the program and to contact
FLDEM with any questions and for further information.
3. When a property owner contacts FLDEM, he is referred to the St. Lucie County
Grants/Disaster Recovery Department.
The current owners of the SRL property which was non-responsive in the first group of SRL
applications appeared at the BOCC meeting on March 2. Last summer, Ms. Irene Eva Ries met with
staff to inquire about the SRL Program and indicated that she had been unaware of previous
flooding problems with the property when she purchased it.
On February 18, staff was contacted by an attorney representing Ms. Ries. The attorney asked when
the next application period would be. After an inquiry to the FLDEM, staff responded that the 2009
cycle had been reopened, because there was an unknown amount of funding remaining, and that
the next regular cycle would begin in June. FLDEM also provided a current list of SRL properties.
The Ries property no longer appears on the SRL list, but does appear in another category of
properties, Repetitive Loss (RL) properties. However, this change in category may be due to an error
and is likely to result in the property being reinstated to the SRL list.
Completed SRL Proiects in Florida per FLDEM
• There are no fully-completed SRL projects in Florida.
o The period of performance for each project tends to be two to three years.
• There were 27 Florida projects approved and awarded in 2008.
o Seven of this 27 were in St. Lucie County.
• There were five additional projects approved for the SRL 2009 funding year.
• FEMA has no information as to when funding will become available.
Repetitive Loss (RL) Properties
Separate from the SRL properties, there are also Repetitive Loss (RL) properties. Although the
County has not submitted any applications for RL properties, these properties are the second tier of
mitigation projects. There are an estimated 150 RL properties in the County and the City of Fort
Pierce. These property owners receive information in the same way SRL property owner are notified
and several have contacted the Grants/Disaster Recovery Department. Anyone who has inquired
about the program has been told that his name and property address will be logged, and that, if the
County makes another application, the property will be considered for inclusion.
Community Rating System (CRS) Consideration
The National Flood Insurance Program's (NFIP) Community Rating System (CRS) is a voluntary
incentive program that recognizes and encourages community floodplain management activities that
exceed the minimum NFIP requirements. As a result, flood insurance premium rates are discounted
to reflect the reduced flood risk resulting from the community actions meeting the three goals of the
CRS:
1. Reduce flood losses;
2. Facilitate accurate insurance rating; and
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3. Promote the awareness of flood insurance
Within the last two years, the County's CRS rating has improved from eight to six, partly as a result
of the County's outreach program, which consists of a floodplain flyer in the annual TRIM notices.
The outreach flyer includes flood-related information, including the promotion of the SRL and RL
programs. We are currently researching what effect, if any, may result from discontinuing the
promotion of these programs.
Recommendation
Staff recommends the following:
1. The Board write a letter to the County's legislative delegation recommending that the seven
submitted applications be expedited and funded. The letter should also indicate the true cost
of the program to the County and the impact on the CRS rating, if any.
2. The Board provide direction to staff in regard to future applications. In providing direction, it is
requested that consideration be given to the following:
a. If the Board wishes to participate in the SRL and RL programs, the following
considerations are recommended:
¦ There potentially could be 4 additional applicants under the SRL program and
150 under the RL program. It is not known what percentage of these
homeowners would elect to participate. Demands on the Grants Department's
time will be significant, but less on a per application basis than the first seven
applications, given the department's experience with the program. Central
Services, Acquisitions, Environmental Resources, Office of Management and
Budget and Finance Departments have managed similar projects but adding to
department workloads with current staff and reductions likely in the near future
could be a significant impact, particularly if the County becomes involved in the
RL program.
¦ Staff would recommend that the County allocate funding of $3,000 per property
at the beginning of the application process for due diligence studies. These costs
would be built into the application budget. If a property receives an award, these
costs may be reimbursable to the County. If the award is not approved, the
County funds would not be recoverable.
¦ The decision as to the mitigation to be applied for under the grant (elevation,
acquisition or reconstruction) is the County's. However, if a significant number of
homeowners request and are approved for acquisition mitigation, the County
could experience increased costs in having to own and maintain residential lots.
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