Okaloosa County BOCC — August 11, 2015 — Agenda Packet — reading text

3 new sites to SCADA: Del Cerro II Well, Eglin Main Base Lift Station, and Plew Lift Station. Ø Increased SCADA communications dependability by adding a T1 dedicated IP circuit to handle remote communications from the Verizon and Sprint private networks. Ø Completed compartmentalization/segregation of inventory by location in order to increase efficiencies during cycle counts and fiscal year end. PROGRAM GOAL: To provide the administrative support necessary to operate these “back office” services, including all OCWS purchasing and inventory. To provide excellent customer service to our rate payers through all available means, including face to face, via telephone or internet. To also provide a high level of “internal customer service” as it relates to other departments within the water & sewer fund. Packet Pg. 56  KEY OBJECTIVES: 1. Replace equipment that is past its useful life to prevent wasted man hours and poor customer service due to equipment failures and time needed to repair the equipment. 2. Ensure budgetary, personnel, customer service and purchasing functions comply with County policies and procedures. 3. Maintain and extend the useful life and utility of OCWS IT & SCADA infrastructure. 4. Reduce overall per capita consumption through the promotion and utilization of conservation techniques. 5. Ensure the preservation and safe operation of all work related equipment. 6. Provide accurate and timely customer billing. 7. Provide prompt and courteous customer service. 8. Provide all required computer support for the department. 9. Provide budgetary guidance and support to the department. 10. To increase the efficiency and coordination between payment postings and the update to the “cut off list”. 11. To increase awareness of conversation strategies and reduce energy costs throughout the department. 12. To maintain annual bad debt write offs at a level of less than 1% of yearly billings. The following projects are planned for FY2016: Ø Continue to improve SCADA communication by moving to an IP-based network and updating remote telemetry units (RTUs) in County West and Garniers service areas. Ø Update SCADA Systems at water reclamation facilities (WRFs). Ø Continue to inform customers about all the tools available to do business with OCWS. Ø Physical restructuring of the warehouse to increase control levels of inventories, and develop/implement a “Segregation of Duties” plan for the Logistics Division. Ø Establish appropriate documentation of accounting procedures and processes department wide, including steps for year-end processing. PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY13/14 FY14/15 FY15/16 Bad debt written off as a % of annual billings <1.0% <1.0% Water & Sewer accounts / Cust. Service personnel 30,000/13 >30,000/13 >30,000/13 Efficiency Number of new accounts set up - Water 8,682 8.937 9,192 Number of new accounts set up - Sewer 7,310 7,469 9,192 Number of Cut offs processed 8,356 8,971 9,686 Effectiveness Total Bills processed monthly - in excess of 31,500 31,900 32,300 Average number of monthly e-bills sent 4,000 4,400 4,800 Packet Pg. 57  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: PHYSICAL ENVIRONMENT DEPARTMENT/PROGRAM: WATER & SEWER ENTERPRISE FUND/LABORATORY PROGRAM DESCRIPTION: This program is responsible for testing various water and wastewater samples to assure compliance with Federal and State regulatory requirements. These samples come from 3 wastewater treatment facilities, 39 monitoring wells, and various points throughout the water distribution system. REVENUE: The Water & Sewer enterprise fund receives all revenue through monthly customer billings, capacity expansion charges and related ancillary charges for use of both the Water and Sewer systems within the Okaloosa County service area. The funds customer base is currently in excess of 37,000 water service and 34,000 sewer service connections both residential and commercial. MAJOR ACCOMPLISHMENTS LAST YEAR: Ø Performed a total of over 4,000 wastewater sample tests. Ø Tested in excess of 936 water samples from monitoring wells. Ø Completed in excess of 2,097 tests in both Bacteriology and Quality tests on County drinking water samples. Ø Provided all required reports to DEP, EPA, and NW Florida Water Management District. Ø Performed numerous testing on an as needed basis (outsourced, leachate, sand and grit). PROGRAM GOAL: Through the timely testing and reporting of water quality, ensure the public has a safe supply. Make certain that all treated wastewater meets all required standards prior to discharge from the plant. Provide the public with an annual report on the quality of the drinking water and how samples are tested and monitored. KEY OBJECTIVES: 1. Ensure budgetary, personnel, customer service and purchasing functions comply with County policies and procedures. 2. Maintain and extend the useful life and utility of County facilities. 3. Ensure the preservation and safe operation of all work related equipment. 4. Carry out required State and Federal laboratory testing to assure water and wastewater meet proper standards. 5. Perform all tests required by law, regulation and design standards or contract with a laboratory capable of such tests at a cost efficient manner if needed. The following projects are planned for FY2016: Ø Perform all mandated wastewater sample tests. Ø Test all required water samples from monitoring wells. Ø Complete both Bacteriology and Quality tests on County drinking water samples. Ø Provide all required reports to DEP, EPA, and NW Florida Water Management District. Ø Prepare and distribute annual Consumer Confidence Report (CCR; water quality analysis) to the public. Packet Pg. 58  PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY13/14 FY14/15 FY15/16 Annual lab tests performed / Lab personnel 4,271 / 5 > 4,000 / 5 > 4,000 / 5 Efficiency Annual lab tests performed / monitoring wells 936 / 39 936 / 39 936 / 39 Number of lab tests on drinking water 2,164 > 2,000 > 2,000 HISTORICAL STAFFING SUMMARY: Category FY13 FY14 FY15 FY16 Full-time Administrative & Support 32 32 32 34 Full-time Management & Professional 15 15 15 15 Full-time Operations & Trades 75 75 75 77 Part-time 0 0 2 2 Total 122 122 124 128 EXPENDITURES: Expenditures Budget FY13 FY14 FY15 FY16 FY15/FY16 Increase/ Category Actual Actual Original Approved +/- Decrease Personnel Services $5,650,573 $5,863,851 $7,267,156 $7,612,726 $345,570 4.8% Operating Expenses $16,220,399 $15,320,173 $9,669,468 $10,116,763 $447,295 4.6% Capital Outlay $4,955,172 $4,662,758 $18,815,594 $21,568,500 $2,752,906 14.6% Debt Service $3,904,819 $3,769,810 $8,322,026 $5,687,533 -$2,634,493 -31.7% Grants & Aids $1,497,480 ($150,660) $166,350 $0 -$166,350 -100.0% Other Uses $0 $0 $16,700,161 $20,291,680 $3,591,519 21.5% Total $32,228,443 $29,465,932 $60,940,755 $65,277,202 $4,336,447 7.1% Packet Pg. 59 ACCOUNTS: FY14 FY15 FY16 FY15/FY16 Increase/ Code Category Approved Approved Approved +/- Decrease 10 SALARIES & WAGES $5,309,219 $5,306,741 $5,454,667 $147,926 2.8% Added two FTE Administrative staff & added two FTE Operational staff 20 BENEFITS $1,930,190 $1,960,415 $2,158,059 $197,644 10.1% Information previously provided to BCC 31 PROFESSIONAL SERVICES $447,000 $414,000 $425,500 $11,500 2.8% FDEP & FDEM licenses/ Due to additional new staff and immunization boosters, operating permit renewals. 32 ACCOUNTING & AUDITING $27,500 $27,500 $27,500 $0 0% 34 CONTRACT SERVICES $3,164,006 $3,325,867 $3,402,623 $76,756 2.3% Additional contracted services. 40 TRAVEL & PER DIEM $10,200 $7,200 $9,200 $2,000 27.8% Increase –Travel costs for training new staff. 41 COMMUNICATIONS SERVICES $75,000 $70,000 $80,000 $10,000 14.3% Cellular phones/pagers increase - More efficient service for customers - such as Senior Meter Readers now using smart phones for communications; more air cards are needed for laptops so employees can view SCADA and GIS programs.- using smarter technology. 42 FREIGHT & POSTAGE $5,000 $5,500 $5,500 $0 0% 43 UTILITY SERVICES $1,690,000 $1,588,000 $1,956,000 $368,000 23.2% Increase- Power costs – 4 new lift stations added: Eglin Main Base, Plew (on Eglin), Partridge Hills, Majestic Oaks; increased flow at the plant (i.e. from Eglin) means increased power costs, especially now that we started utilizing the 2nd oxidation ditch. 44 RENTS & LEASES $385,408 $384,323 $391,789 $7,466 1.9% Realignment of activities as a result of new building construction. 45 RISK MANAGEMENT ALLOCATION $450,560