Okaloosa County BOCC — March 18, 2013 — reading text

funding for Extension education programs Objective To increase external funding to $450,000 Action/Strategies a) Seek and secure additional grant funding for Calendar Year 2013 b) Maintain existing grants through December 2013 c) Maintain and increase funding for Family Nutrition Program for 2013-14 25 Packet Pg. 312  8.1.b FACILITY MAINTENANCE MISSION STATEMENT The Facilities Maintenance Division (FM) maintains, remodels, and Attachment: 2013-2014 Strategic Plan (1428 : Approval of FY 2014 Strategic Plan and Commissioner Priorities) expands the counties facilities to preserve and extend their value and utility for their intended purposes, and to provide a safe, adequately clean, and reasonably comfortable environment for citizens to conduct their business with the various entities that occupy these facilities. VISION STATEMENT Over the next five years, FM will experience increased demands on its services as a reflection of the aging of the counties facilities, citizen’s increased service demands on the building occupants, and the creation of additional facilities. The near term will be characterized by a continued erosion of the department’s annual budget and a likely permanent reduction in future funding levels. The Facilities Maintenance Department will continue to be a leader in: identifying and implementing sustainable initiatives that result in cost savings; identifying and implementing strategies that reduce maintenance, remodeling, and renovation costs; defining and implementing consolidation strategies that result in overall cost savings and preserve service levels to the highest level possible; and providing value-based creative solutions for county facilities related issues. OPERATIONS PHILOSOPHY We believe in being helpful, reliable, open, honest, accessible, responsive, and well informed. We are problem solvers who believe in teamwork and personal commitment and who pay particular attention to cost- effectiveness and fiscal responsibility. We have respect and appreciation for the public and are dedicated to providing the highest quality services for all who live in and visit our community. 26 Packet Pg. 313  8.1.b GOALS, OBJECTIVES & STRATEGIES Goal 1 Decrease utility consumption levels in current non-enterprise county facilities Attachment: 2013-2014 Strategic Plan (1428 : Approval of FY 2014 Strategic Plan and Commissioner Priorities) Objective To decrease utility consumption levels in current non- enterprise county facilities an additional 1% by October 2014 Action/Strategies a) Replace old toilets, flush valves, lavatory aerators and shower heads to reduce potable water consumption by 1% b) Upgrade the least energy efficient HVAC systems to the highest SEER rated system available. c) Formally adopt a utilities conservation county policy d) Aggressively identify, secure and utilize all available grants from available sources to support the county’s sustainable initiatives e) Modify or replace energy leaking windows and doors to reduce energy consumption. Goal 2 Eliminate outgoing facility lease/rent payments Objective To eliminate outgoing facility lease/rent payments for all facilities that have a lease/rent agreement that must be renewed by October 1, 2014 Action/Strategies a) Renovate portions of the old Ft. Walton Beach hospital to provide adequate operational space for the Information Systems (IS), Growth Management (GM), Traffic Management (TM) departments and others. b) Renovate the Shalimar Courthouse annex to provide operational space for a portion the Sheriff’s operations, court operations, Clerk of Courts Records, the Guardian Ad Litem, the County Administrator, the Board of County Commissioners’ offices and chambers, the County Attorney, the Property Appraiser, the Tax Collector, and the Supervisor of Elections to extent that space will allow. c) Provide in-house storage space to the greatest extent possible to eliminate rented storage facilities. 27 Packet Pg. 314  8.1.b Goal 3 Increase FM service levels to all county facilities currently receiving services Objective To maintain FM service levels to all county facilities currently receiving services through October 1, 2014 Action/Strategies a) Acquire and utilize dedicated facility maintenance management software to streamline work order/project Attachment: 2013-2014 Strategic Plan (1428 : Approval of FY 2014 Strategic Plan and Commissioner Priorities) processing and accounting b) Acquire and utilize dedicated facility management software to record and utilize facilities and building systems data for more effective management c) Identify materials acquisition opportunities that reduce unit costs as compared to current pricing with the savings redirected to maintain current service levels d) Continue to provide high quality custodial services with minimal reductions in service levels. c) Continue to provide professional construction services with minimal increases in response times and project completion schedules. e) Continue to identify means to reduce the cost per square foot for building remodeling. 28 Packet Pg. 315  8.1.b FLEET OPERATIONS MISSION STATEMENT Attachment: 2013-2014 Strategic Plan (1428 : Approval of FY 2014 Strategic Plan and Commissioner Priorities) The Fleet Operations Department provides quality fleet management, fueling and maintenance services for all Okaloosa County departments and agencies served. Our efforts help assure the safety of county employees and the general public while taking care of taxpayer dollars. VISION STATEMENT In the next five years Fleet Operations will have great difficulty keeping up with demands for maintenance services. Our fleet is in critical need of replacement vehicles and equipment. The County has bought very few replacement units since 2008. The practice of few replacements will continue in 2013. Lack of replacement units has resulted in the fleet becoming worn, unreliable and outdated. Shop repair work loads have multiplied with the types of repairs required changing from the routine to the extreme. More labor hours and parts will be required as the vehicles and equipment continues to age. The increasing shop workloads will make it necessary to add employees while the cost for parts and commercial repairs keep rising. The anticipated poor fleet performance will result in a sharp increase in costs to county departments, lost productivity for the crews that depend on vehicles and equipment, and a high level of overall dissatisfaction with vehicle and equipment performance. Relief will come when the County resumes purchasing replacement vehicles and equipment. The rate of improvement will be dependent on how many units above norm we buy to offset years of no replacements. OPERATIONS PHILOSOPHY We believe in being helpful, reliable, open, honest, accessible, responsive, and well informed. We are problem solvers who believe in teamwork and personal commitment and who pay particular attention to cost- effectiveness and fiscal responsibility. We have respect and appreciation for the public and are dedicated to providing the highest quality services for all who live in and visit our community. 29 Packet Pg. 316  8.1.b FLEET OPERATIONS GOALS, OBJECTIVES & STRATEGIES Goal 1 Keep an old fleet’s down-time to a minimum. Attachment: 2013-2014 Strategic Plan (1428 : Approval of FY 2014 Strategic Plan and Commissioner Priorities) Objective: To keep costs low as possible while maintaining reasonable downtimes. Action/Strategies a) Compile price comparisons for parts and vendor services to ensure best values are acquired. b) Provide budget for technical training to ensure personnel maintain high quality skills. c) Manage competing priorities as needed. d) Seek out and hire highly qualified technicians. e) Produce monthly and quarterly reports to evaluate performance. f) Assure adequate staffing for service demands. Goal 2 Upgrade aging fleet. Objective To replace outdated and worn equipment as funds become available. Action/Strategies a) Develop a critical needs prioritization list. b) Create specifications that ensure adequate sized unit replacements. c) Use green technologies where feasible d) Develop guidelines for purchase of used units. e) Create specifications to maintain fleet standardization. 30 Packet Pg. 317  8.1.b GROWTH MANAGEMENT MISSION STATEMENT Attachment: 2013-2014 Strategic Plan (1428 : Approval of FY 2014 Strategic Plan and Commissioner Priorities) The Growth Management Department (GM) develops and implements the county's statutorily-mandated Comprehensive Growth Management Plan and enforces its associated Land Development Code as adopted by the Board; reviews building permit applications and conducts inspections to ensure compliance with the State Building Code and Fire/Life Safety Code as required by state law; regulates and enforces the licensing of the construction trades to ensure consumer protection; coordinates the development and implementation of the Eglin Growth Management Plan and Eglin Joint Land Use Study to ensure the long-term viability of the County's military installations; identifies and administers state and federal grants to provide transportation, housing, and other services to the financially disadvantaged; develops and implements the County-wide Local Mitigation Strategy to ensure allocation of disaster recovery and