Okaloosa County BOCC — September 6, 2016 — ISP Report Solid Waste — reading text

Coordinator's retirement to reorganize and relevel solid waste positions o Create a management position to direct the Solid Waste and Recycling Section • Overseeing an almost $9 million budget requires the full - time focus of a single individual to ensure effective oversight, efficient operations, and strategic contract planning o Create a management position to head the Contract Management unit to bring greater attention to contract compliance and monitoring and to the development of contract negotiation strategy • The two Program Technician II positions, now reporting to the Public Works Administrative Manager, would repo1i to the head of Contract Management • Add a new position Contract Compliance Auditor, reporting to the head of Contract Management, to conduct and oversee audits of all solid waste and recycling operations and administrative processes o Appoint a head of the Transfer Station, Landfill, and Recycling unit • The current Landfill & Recycling Foreman could fill this position since the employees reporting to him already perform the assigned tasks • The Lead Recycling Equipment Operator, the five Recycling Equipment Operators, and the Weighmaster would report to the head of this unit o The tasks in the Environmental Regulation unit could report directly to the Solid Waste and Recycling Section head The Hazardous Materials Technician II and Technician I would report to the section head • The new solid waste and recycling organization would consist of 15 positions; a net increase of one position. The cost of the additional position could be offset, somewhat, by releveling supervisory positions after the retirement of the Solid Waste & Recycling Coordinator • Take two steps to overcome the lack of back up for key positions filled by experienced personnel, especially scale operators and program technicians o Institute a program of cross training so current employees can fill the absence of a key employee on short notice o Prepare a standard procedures manual to document the responsibilities and tasks of Solid Waste and Recycling Section critical processes 13  EXHIBIT 1 OKALOOSA COUNTY PUBLIC WORKS Solid Waste and Recycling Section l I I I Transfer Station, Landfill and Contract Management Environmental Regulation Recycle Operations I • Oversee ground water testing • Administer Solid Waste • Operate Baker & Wright scales at county landfills Contracts • Conduct transfer operations at • Direct remediation of ground Compile reports of tonnage crossing scales the Baker transfer station Bill contractor for disposal & recycle water contamination Handle receivables from transfer stations & • Conduct recycle operations at • Develop strategy for ground landfills Baker & Wright water testing contracts Process entries for customers with charge accounts • Conduct yard waste mulching Request RFP's Verify monies due from contractor for recyclables & disposal at Baker & Wright • Dispose of hazardous • Verify Contractor compliance landfills materials with contracts • Maintain grants for hazardous Conduct audits of Contractor records, materials handling accounts & reports Conduct spot checks of scale & truck tare weight accuracy Conduct spot checks of truck tipping & other operations Conduct spot checks of county employee tasks in critical positions (scale operators) June 6, 2016 Contract Since the contracts for the prime contractor comprise two thirds of the solid waste budget, the most effective way to achieve financial stability of solid waste operations is to negotiate more favorable contracts. Some of the preceding recommendations would require contract changes that would improve service to customers, reduce concerns of potential abuse, and increase stability for the County. However, two contract changes have been proposed that could substantially increase the County's financial stability and offer savings to the County's residents and businesses. These two changes merit serious consideration. • Seek an exclusive commercial franchise in the County's territory o Currently, solid waste service for commercial customers is an open market with each commercial customer striking its own deal • WM has about 95% of this business with a wide variety of individual contracts o With an exclusive contract the County would have greater leverage to negotiate better rates with the prime contractor which would be a better deal for commercial customers and provide the County with an additional revenue stream o Granting the County an exclusive commercial contract will require the BCC to change Ordinance 10 - 11 • This change was proposed in the past, but was not approved • The case needs to be made that there are significant benefits to the County's commercial establishments as well benefits to the County o While an exclusive commercial franchise is most desirable, any step taken in this direction is helpful • For example, encouraging more private haulers to apply for commercial contracts using a Request for Qualifications approach would increase competition to lower rates and would bring more waste to the Baker transfer station increasing the County's revenue • Increase negotiating leverage with the prime contractor by having the County cooperate with other governmental entities in Okaloosa County to negotiate a common contract o Currently, five other public entities in Okaloosa County have their own individual contract with WM o A combined approach would increase negotiating power to strike a contract with more favorable terms o It might be possible to include other counties in these arrangements, on a regional basis • The Inter - Local Agreement being explored with Escambia County is an example of this cooperation 14 Acknowledgement We, as the team who interviewed various county officials and employees, continue to be impressed by the dedication and scope of knowledge these individuals possess. We thank all the participants for their time and cooperation with this study. As the County is in the process of considering an inter-local agreement with Escambia County on recycling, drafting an RFP for a new solid waste contractor and examining ways in which to provide various levels of solid waste collection, we hope this document aids in the discussion and implementation of these issues and ultimately benefits the citizens of Okaloosa County 15  County Administrator's Office State of Florida February 5, 2016 Mr. Mike Flynt, Chair Institute for Senior Professionals Northwest Florida State College 100 College Blvd Niceville, FL 32578 Via E-Mail mflynt6905@aol.com Dear Mr. Flynt, Okaloosa County is working to implement some best practice recommendations made by the State of Florida Auditor General and county auditors. In October of 2015, the Institute for Senior Professionals completed a management review of the Growth Management Department, and we really appreciate all of the work that went into this project. We are now requesting your assistance with a Management Control Review of the Solid Waste Department. Attached is a scope of work drafted jointly with the Clerk of Courts Internal Auditor. As before, we understand this project would require interaction with county senior management staff, and we certainly anticipate this being a joint effort with county participation throughout. Upon review, please let us know if this is a project that you would be willing to consider, either in part or in full. Once you have had the opportunity to review our request and identify a project team, we welcome the opportunity to speak with you further about the next steps in accomplishing this goal. If you have specific questions, you may address them to County Deputy Administrator Kay Godwin, who is the staff point of contact for this project. She can be reached at 850-689- 5007, and email address is kgodwin@co.okaloosa.fl.us. Thank you in advance for any support you might be able to provide. Okaloosa County Administration Building 1a50 N Eglin Parkway Suite 102. Shalimar, Florida 32579 (850) 651-7515 • FAX: (850) 651-7551 e·mail: managerinfo@co.okaloosa.fl.us Scope of Work Conduct a comprehensive management control review that identifies the County's key business functions/goals and identifies the risks to achieving them. The assessment should identify and evaluate controls (policies and procedures) in place that minimize, to an acceptable level, the risks identified. Such will involve assessing the County's risk tolerance. Fraud should be a consideration in this project. • The process should include interviewing key board and clerk employees responsible for carrying out identified controls. • Produce a report that includes a grid of key business functions, risks, controls and residual risk. • Make