Okaloosa County BOCC — February 12, 2013 (meeting #1122) — reading text

systems to reduce or eliminate regulatory enforcement Objective To eliminate or substantially reduce remediation system down time Action/Strategies a) Institute and maintain an effective operations and maintenance schedule b) Schedule biannual meetings with regulators to discuss status of remediation systems c) Evaluate alternative infrastructure that will increase system efficiency and reduce cost d) Develop long-term field checklist for landfill crews e) Train landfill personnel to provide defensible documentation of maintenance operations 67 Packet Pg. 107  4.a.A Goal 3 Evaluate cost reduction opportunities for sampling and analysis for regulatory compliance and cleanup target goals for landfills Objective To secure sampling and analysis reductions based on regulatory definitions Action/Strategies Attachment: 2013-2014 Strat Plan (1360 : Overview of Proposed FY 2014 Strategic Plan and Board Direction) a) Use biannual meetings to discuss and update applicable regulatory framework b) Have consultants cite regulatory language to initiate sampling and analysis changes c) Compare sampling strategies with Florida counties with similar projects d) Obtain permit modifications for all sampling and analysis changes Goal 4 Evaluate solid waste contracts with vendor to ensure that customer service initiatives and revenue projections are met Objective To provide excellent customer service and balance revenues with expenses Action/Strategies a) Resolve customer service complaints within 24 hours b) Track, investigate and document customer service complaints c) Schedule regular meetings with staff, vendor and stakeholders d) Monitor revenue stream and expenses to produce a balanced budget 68 Packet Pg. 108  4.a.A STORMWATER DIVISION GOALS, OBJECTIVES & STRATEGIES Attachment: 2013-2014 Strat Plan (1360 : Overview of Proposed FY 2014 Strategic Plan and Board Direction) Goal 1 Explore existing funding sources for solutions to decrease shortfalls in monies for increasing stormwater failures Objective To provide efficient management of increasing stormwater needs Action/Strategies a) Continue cost tracking and documentation for stormwater maintenance and construction to support funding requests b) Use a phased approach to high cost Capital Improvement Projects to maximize limited funding resources c) Update the 2003 Stormwater Master Plan to increase eligibility for possible funding opportunities d) Review stormwater projects for possible funding by Local Option Gas Tax (LOGT) or Constitutional Gas Tax (CGT) revenue e) Continue to seek Emergency Watershed Projects grant funding Goal 2 Maintain compliance with regulatory requirements Objective To increase the use of Best Management Practices (BMPs)as required by the NPDES permit Action/Strategies a) Use work orders to document all maintenance and construction of stormwater infrastructure for permit reporting b) Further develop processes that quantify and identify all stormwater infrastructure c) Locate, identify, assess and map 150 stormwater structures for compliance with permit requirements d) Document maintenance of retention ponds, as required, for permit compliance e) Evaluate maintenance methods for improved BMPs 69 Packet Pg. 109  4.a.A Goal 3 Manage all stormwater construction with the highest quality standards Objective To implement construction practices that meet or exceed local, state, and federal regulatory requirements Action/Strategies Attachment: 2013-2014 Strat Plan (1360 : Overview of Proposed FY 2014 Strategic Plan and Board Direction) a) Ensure that Florida Department of Environmental Protection (FDEP) certified stormwater construction personnel are present on all work sites b) Document inspections of all stormwater construction sites which will be reviewed for proper stormwater management procedures by in-house FDEP trained inspectors c) Expand stormwater infrastructure inspection and inventory to document existing conditions and to quantify future needs TRAFFIC DIVISION GOALS, OBJECTIVES & STRATEGIES Goal 1 Maintain the Advanced Traffic Management System (ATMS) while investigating and implementing the newest technologies Objective To continue maintenance of the computerized system and upgrade to newer technologies within budget constraints Action/Strategies a) Apply FDOT joint participation program in support of the Advanced Traffic Control System b) Continue to seek newer technologies to facilitate the future expansion of the existing ATCS e) Continue proactive management of timing programs and adjust as necessary 70 Packet Pg. 110  4.a.A Goal 2 Maintain continuous operations of all traffic signals Objective To keep all traffic control systems continuously operational and provide maintenance for all non-routine and emergency issues that may arise Action/Strategies Attachment: 2013-2014 Strat Plan (1360 : Overview of Proposed FY 2014 Strategic Plan and Board Direction) a) Conduct routine maintenance and inspections on all signalized intersections on a monthly schedule b) Make it a priority to promptly replace damaged traffic control devices c) Maintain a safe environment for the public d) Continue our timely responses to both emergency calls and citizen concerns e) Support our personnel in certifications for all employees Goal 3 Provide excellent customer service Objective To address all service calls in a polite manner and address all concerns within one business day Action/Strategies a) Incorporate a new imposed Department’s system of electronic logging of citizens’ inquiries for all traffic control system/device issues for reporting purposes b) Address all inquiries in a prompt manner Goal 4 Protect the integrity of all underground facilities Objective To protect the system’s infrastructure by locating utilities, providing plan reviews and coordination with agencies performing construction Action/Strategies a) Continue a positive response to all Sunshine One notifications within 2 days b) Locate all traffic signal infrastructure when tickets are in the locale c) Review all design plans related to signal system utilities d) Assist with request in locating utilities for on-going related construction e) Coordinate the repairs of any damaged utilities 71 Packet Pg. 111  4.a.A PURCHASING MISSION STATEMENT Purchasing is responsible for administering all policies and procedures in Attachment: 2013-2014 Strat Plan (1360 : Overview of Proposed FY 2014 Strategic Plan and Board Direction) purchasing materials and services, obtaining the quality, quantity, best pricing and in a timely manner for the needs of all departments under the Board of County Commissioners. VISION STATEMENT Over the next five years, the County will be challenged to provide levels of service due to budget restrictions. Purchasing will work with all departments to maximize their budget dollars. We will expand our vendor base to encourage competition, and will maximize our credit card system to increase rebates and ensure use of best practices. We will work closely with other entities within Okaloosa County, partnering with them to share resources. OPERATIONS PHILOSPHY Purchasing will continue to assist all departments with day – to – day tasking and will continue to provide assistance in resolving problems. Our motto “We Exist to Assist” makes a statement that we live by. GOALS, OBJECTIVES & STRATEGIES Goal 1 Increase the County rebate check for use of the charge card system Objective Increase annual rebate to a minimum of $50,000 Action/Strategies a) Complete conversion to increase individual cardholder limits b) Complete conversion to establish primary cards in Purchasing and Finance to allow major purchases c) Convert check payment to an e-payable electronic transfer 72 Packet Pg. 112  4.a.A Goal 2 Establish more contracts shared by all entities within Okaloosa County Objective To double the existing contracts shared Action/Strategies a) Establish Okaloosa County as the lead agency Attachment: 2013-2014 Strat Plan (1360 : Overview of Proposed FY 2014 Strategic Plan and Board Direction) b) Meet a minimum of quarterly with Purchasing representatives of all Okaloosa entities c) Establish items which may be comparatively priced d) Issue cooperative bids Goal 3 Establish professional certifications for all Purchasing employees Objective To reach a goal of 100% of Purchasing employees certified Action/Strategies a) Develop a training schedule using no County funds b) Encourage all employees to take classes which lead to certification 73 Packet Pg. 113  4.a.A RISK MANAGEMENT MISSION STATEMENT The Risk Management Department (RM) provides administrative support Attachment: 2013-2014 Strat Plan (1360 : Overview of Proposed FY 2014 Strategic Plan and Board Direction) and is responsible for the safety of employees,