Okaloosa County BOCC — August 1, 2016 — Agenda Packet — reading text

5,000 7.4% Increase is for distribution of the visitors guide to Allegiant Air cities. 43 Utility Services 399,300 402,000 402,000 0 0.0% 44 Rent & Leases 36,330 37,955 84,071 46,116 121.5% Provides additional funds for the Visit Florida mobile visitor center trailer. 45 Risk Management Allocation 132,533 132,093 87,112 (44,981) -34.1% Decrease is due to insurance costs. 46 Repair & Maintenance 212,313 229,817 236,385 6,568 2.9% 47 Printing & Binding 119,520 86,211 87,741 1,530 1.8% 48 Promotional Activity 3,322,610 4,490,893 6,973,046 2,482,153 55.3% Increase is due to additional TDT collections and the Allegiant Air media campaign. 49 Miscellaneous Charges 427,425 477,000 601,800 124,800 26.2% Provides additional funds for the Tax Collector due to higher tax collections. 51 Office Supplies 15,500 10,100 10,600 500 5.0% 52 Operating Supplies 184,068 157,776 334,996 177,220 112.3% Provides for the replacement of banquet chairs. 54 Books/Pubs/Subs & Memberships 41,374 41,690 42,020 330 0.8% 55 Training & Education Expenses 11,090 32,230 40,235 8,005 24.8% Increase is for tuition reimbursement. 60 Capital Outlay 5,307,058 4,322,840 2,522,000 (1,800,840) -41.7% 81 Aids to Government Agencies 957,687 1,202,157 1,118,758 (83,399) -6.9% Reduction of funding is due to the end of the western Destin’s beach restoration monitoring. 82 Aids to Private Organizations 0 42,000 65,245 23,245 55.3% Provides new funding for the Emerald Coast Science Center. 91 Intragovernmental Transfers 2,017,913 2,136,800 2,415,659 278,859 13.1% Provides additional funds for beach law enforcement and Western Destin’s beach restoration debt payment. 99 Reserves 17,778,627 27,604,164 34,648,273 7,044,109 25.5% TOTAL 34,917,500 45,459,814 54,774,450 9,314,636 20.5% Packet Pg. 83  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: August 1, 2016 TO: Honorable Chairman and Members of the Board FROM: John Hofstad, County Administrator SUBJECT: Water & Sewer The attached documents provide the Performance-Based Budget for Water & Sewer. Packet Pg. 84 -37,000+ water service connections -34,000+ sewer service connections -33,000+ water meters read each month -31,000+ customer accounts/bills sent each month -< 1.0% bad debt written off -2,500,000,000+ gallons of potable water produced per year from 21 wells and 19 tanks -746+ miles of water mains, valves, and 3,980 hydrants -2,600,000,000+ gallons wastewater treated per year at 3 water reclamation facilities -150 sewer pump stations -534+ miles of sewer mains, valves, and 7,696 manholes Packet Pg. 85  Shoal River Area Land Acquisition – purchased 641 acres of land to be utilized for future off-line reservoir and surface water treatment plant.  Camp Rudder Force Main & Lift Station – provided sewer service to Camp Rudder via 1 master lift station and approximately 8.6 miles of piping.  Garniers Area Sanitary Sewer Rehab – installed cured-in-place liners on vitrified clay sewer mains and brick manholes to reduce the inflow and infiltration.  Newcastle Area Water System Improvements – installed new mains, meters, and hydrants serving 271 homes  Poquito Bayou Water Main & Force Main Bores – replaced the aging, deteriorated mains under Poquito Bayou with new directional bores.  Implemented inventory custody and controls as well as segregation of duties, based on independent auditors recommendations.  Replaced approximately 150 aging water meters in hard-to-read locations in the Shalimar area with new, modern meters with transmitters. Replaced 29 large/commercial meters. Packet Pg. 86 145 140 135 130 125 120 115 110 105 FY2008 FY2009 FY2010 FY2011 FY2012 FY2013 FY2014 FY2015 FY2016 FY2017 budget includes 2 additional full time positions and 1 shared position: -Utilities Technician I -WWTP Operator or Apprentice -Contracts & Lease Coordinator (expense shared 45/45/10 with Airport and Purchasing) Packet Pg. 87 Construction underway in FY2016. Substantial completion should occur in FY2017. Packet Pg. 88  Increases storage, reliability, and redundancy to service area that contains Bob Sikes Industrial Park.  Land acquisition is complete.  Design, permitting, and bid process completed in FY2016.  Construction scheduled to begin this year (FY2017). Packet Pg. 89  Divert East County Flow to Arbennie Pritchett WRF - $3.5M  Brooks Bridge Water Main Bore - $1.2M ($600K from FDEP grant)  Residential Water Meter Replacement - $4.3M  Second year of $13.9M project through FY2019  Septage/Fats, Oils, Grease (FOG) receiving station at Arbennie Pritchett WRF - $1.1 M  Newport/Essex Area Water System Improvements - $300K  Highway 90 West Water Main Replacement - $600K  PJ Adams/Antioch Water Main Relocation - $270K  Begin design on:  Operations Building (FWB) - $1.5M  Reclaimed Water to Niceville & Eglin AFB - $3M FDEP grant Packet Pg. 90  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: PHYSICAL ENVIRONMENT DEPARTMENT/PROGRAM: WATER & SEWER ENTERPRISE FUND/ADMINISTRATION (I.T., CUSTOMER SERVICE, FINANCE & SUPPLY) PROGRAM DESCRIPTION: This program is responsible for the administrative functions of the department. Responsibilities include accounting, billing, customer service, debt collection, IT, SCADA (supervisory control and data acquisition), logistics, project and maintenance costing, contract and grant administration, personnel functions, and budget administration. REVENUE: The Water & Sewer enterprise fund receives 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:  Continued to promote green options including e-billing and e-payments resulting in a reduction in the number of paper bills mailed each month.  Continued to provide multiple options for payment of water & sewer bills including online and via the IVR (Integrated Voice Response) system, including online check payments.  Maintained an extremely low level of bad debt write offs (below 1% of revenue).  Migrated additional physical servers to the virtual environment within IT and SCADA to replace outdated servers. Continue green movement that decreases the number of physical servers needed.  Continue to increase SCADA communications dependability by adding a T1 dedicated IP circuit to handle remote communications from the Verizon and Sprint private networks.  Implemented inventory custody and controls as well as segregation of duties based on independent auditors recommendations. This includes fencing and securing of materials and separating duties and functions of the Logistics Division into two separate divisions; Finance Division and Logistics Division.  Implemented a water distribution backup system to handle network traffic and remote viewing in the event of a T1/ISP network outage. (SCADA)  Continued improvement of network security at router and switch level.  Continued development of Wonderware 2014 Application.  Assigned wireless modems to SCADA application users providing mobile connectivity.  Completed the Windows XP to Windows 7 migration.  Assisted with the VGB implementation in the Newcastle and Shalimar areas by creating new routes, processing meter exchanges, and providing technical assistance with the interrogators.  Worked with Sensus to seamlessly convert from radio read’s to VGB while the Bluewater Bay tank was undergoing maintenance and back to radio on completion.  Worked with Electricians to wire and network the new supply office.  Worked with Warren Hollow (vendor), Judicial, and Sheriff Department IT to retrofit the 4th floor doors to a secured entry system and facilitate housing of network equipment in the IT server room.  Established initial documentation of accounting procedures and processes department wide, including steps for year-end processing. Packet Pg. 91 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. KEY OBJECTIVES: 1. Meet staffing challenges, such as recruiting, hiring, and retaining employees within the program. 2. Replace equipment that is past its useful life to prevent wasted man hours and poor customer service due to equipment failures and time needed for repair. 3. Ensure budgetary, personnel, customer service and purchasing functions comply with County policies and procedures. 4. Maintain and extend the useful life and utility of OCWS IT & SCADA infrastructure. 5. Reduce overall per capita consumption through the promotion and utilization of conservation techniques. 6. Ensure the preservation and safe operation of all work related equipment. 7. Provide accurate and timely customer billing. 8. Provide prompt and courteous customer service. 9. Provide all required computer support for the department. 10. Provide budgetary guidance and support to the department. 11. Increase awareness of conservation strategies and reduce energy costs throughout the department. 12. Continue to maintain annual bad debt write offs at a level of less than 1% of yearly billings. The following projects are planned for FY2017:  IT continues to fine tune the website to meet customer and county requests.  We will be deploying OSTicket, which is an open source ticketing system, allowing IT to better visualize the volume of support requests handled.  Billing will be transferring from a physical hardware based solution to a cloud