Okaloosa County BOCC — August 12, 2014 — 4-7 Water and Sewer — reading text

Meigs-Seminole Lift Station (construction) – replace the aging and undersized Meigs-Seminole Lift Station, which pumps all the wastewater from Bluewater Bay to the Niceville-Valparaiso Regional Sewer Plant. Poquito Bayou Water Main & Force Main Bores (construction) – replace the aging, deteriorated mains under Poquito Bayou with new directional bores.  PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY12/13 FY13/14 FY14/15 Miles of Sewer main / Maintenance Personnel 561/7 566/7 570/7 Miles of Water main / Maintenance Personnel 726/9 728/9 730/9 Input Number of new sewer taps 64 70 80 Number of new water taps 84 100 110 Dollar value - new sewer taps $456,307 $459,000 $500,236 Output Dollar value - new water taps $165,990 $320,400 $352,423 Feet/Miles of sewer lines cleaned 206,024/39 230,000/44 250,000/47 Efficiency Number of main breaks repaired – Water 819 880 910 Effectiveness Number of main breaks repaired – Sewer 565 600 625 Valves maint 1,778 800 2,000 Number of work orders (excludes taps & projects) 3,303 3,600 3,700 Man hours per work order 3.45 3.30 3.25  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, logistics, project and maintenance costing, contract and grant administration, personnel functions, and budget administration. 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 36,000 water service and 33,000 sewer service connections both residential and commercial. EXPENDITURES: Expenditures Budget FY12 FY13 FY14 FY15 Category Actual $ Actual $ Original $ Approved $ Personal Services 1,491,495 1,508,718 1,930,510 1,943,210 Operating Expenses 4,081,894 3,180,120 2,617,786 2,578,525 Capital Outlay 805,140 1,245,190 3,082,630 5,061,852 Debt Service 973,684 1,041,285 2,181,237 2,219,207 Other 0 399,988 4,555,317 4,448,075 Total 7,352,213 7,375,301 14,367,480 16,250,869 HISTORICAL STAFFING SUMMARY: Category FY12 FY13 FY14 FY15 Full-time 29 30 31 31 Part-Time 0 0 0 2 Relief 0 0 0 0 Total 29 30 31 33 MAJOR ACCOMPLISHMENTS LAST YEAR:  Improve the reliability of SCADA by established a new IP network. This includes building an Allen Bradley HMI Platform to view the IP sites and starting the first phase which was to replacing the existing serial PLC’s at lift stations, tanks, and wells in Mid County (unincorporated Crestview) and East County (Bluewater Bay area) with IP PLC’s.  Installed virtual environment for the SCADA network within Water & Sewer to replace out dated servers. Continue green movement that decreases the number of physical servers needed.  Continued to promote green options including e-billing and e-payments resulting in a reduction in the number of paper bills mailed each month.  Continue to provide multiple options for payment of water & sewer bills including on line and via the IVR (Integrated Voice Response) system. Including on line check payments.  Maintained an extremely low level of bad debt write offs (below 1% of revenue).  Established a phone queue which allows calls to be helped in the order they were received in.  Completed installation/implementation of barcoding system in the logistics warehouse to streamline perpetual inventory counting and control (value in excess of $1.5 million). 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. 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 Fiscal Year 2015:  Establish a new Galaxy (database) for the IP SCADA network.  Continue to improve SCADA communication through moving to an IP based network. Phase 2 of change will be moving the tanks, wells, and lift stations in County West and on the Island to an IP network.  Continue to inform customers about all the tools available to do business with OCWS. Compartmentalize/segregate inventory by location in order to increase efficiencies during cycle counts and fiscal year end.  PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY12/13 FY13/14 FY14/15 Bad debt written off as a % of annual billings 0.75% 0.75% 0.75% Water & Sewer accounts / Cust. Service personnel 29,960 / 12 29,900 / 12 29,950 / 13 Efficiency Number of new accounts set up - Water 8,427 7,861 7,900 Number of new accounts set up - Sewer 7,151 6,612 6,800 Number of Cut offs processed 7,641 8,508 8,500 Effectiveness Total Bills processed monthly - in excess of 30,100 30,000 30,000 Average number of monthly e-bills sent 3,362 3,680 4,800  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 and 39 monitoring wells. 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 36,000 water service and 33,000 sewer service connections both residential and commercial. EXPENDITURES: Expenditures Budget FY12 FY13 FY14 FY15 Category Actual $ Actual $ Original $ Approved $ Personal Services 240,564 282,885 361,970 364,352 Operating Expenses 658,370 596,273 490,835 483,473 Capital Outlay 129,861 233,473 577,993 949,097 Debt Service 157,046 195,241 408,982 416,102 Other 0 74,997 854,123 834,014 Total 1,185,841 1,382,869 2,693,903 3,047,038 HISTORICAL STAFFING SUMMARY: Category FY12 FY13 FY14 FY15 Full-time 5 5 5 5 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 5 5 5 5  MAJOR ACCOMPLISHMENTS LAST YEAR:  Performed a total of over 4,000 wastewater sample tests.  Tested in excess of 936 water samples from monitoring wells.  Completed in excess of 2,097 tests in both Bacteriology and Quality tests on County drinking water samples.  Provided all required reports to DEP, EPA, and NW Florida Water Management District.  Performed numerous testing on an as needed basis (outsourced, leachate) 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