Okaloosa County BOCC — March 18, 2013 — reading text

structures for compliance with permit requirements d) Document maintenance of retention ponds, as required, for permit compliance e) Evaluate maintenance methods for improved BMPs 70 Packet Pg. 357  8.1.b 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 Strategic Plan (1428 : Approval of FY 2014 Strategic Plan and Commissioner Priorities) 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 71 Packet Pg. 358  8.1.b 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 Strategic Plan (1428 : Approval of FY 2014 Strategic Plan and Commissioner Priorities) 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 72 Packet Pg. 359  8.1.b PURCHASING MISSION STATEMENT Purchasing is responsible for administering all policies and procedures in Attachment: 2013-2014 Strategic Plan (1428 : Approval of FY 2014 Strategic Plan and Commissioner Priorities) 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 73 Packet Pg. 360  8.1.b 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 Strategic Plan (1428 : Approval of FY 2014 Strategic Plan and Commissioner Priorities) 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 74 Packet Pg. 361  8.1.b RISK MANAGEMENT MISSION STATEMENT Attachment: 2013-2014 Strategic Plan (1428 : Approval of FY 2014 Strategic Plan and Commissioner Priorities) The Risk Management Department (RM) provides administrative support and is responsible for the safety of employees, and the conservation of the physical and financial assets of the Board, the Clerk of Court, the Tax Collector, the Property Appraiser, and the Supervisor of Elections. Our major activities include administration of the Self-Insurance Fund; including general liability, worker’s compensation, auto and property insurance, the Employee Benefits Program, Contract Review, Public Records Requests and Claims Management. In addition, we act as Coordinator of the Americans with Disabilities Act (ADA) for the county. VISION STATEMENT Over the next several years, RM envisions greater challenges with the uncertainty of employee health care, property insurance and ever- changing legal and regulatory demands placed on the County. The Risk Management department will meet those challenges by the continued monitoring of insurance markets, aggressive defense of claims, and renewed commitment to employee safety and health preservation through effective wellness campaigns and employee education. OPERATIONS PHILOSOPHY We believe in being accessible and responsive to employee needs. We aggressively defend claims against the county while with the same fervor; insist on high-quality customer service to employees all the while paying particular attention to cost-effectiveness and fiscal responsibility to the taxpayer. 75 Packet Pg. 362  8.1.b GOALS, OBJECTIVES & STRATEGIES Goal 1 Maintain adequate property and casualty coverage levels for Okaloosa County assets within budget constraints and at reduced cost Objective To reduce the cost impact to the County of the self-insurance Attachment: 2013-2014 Strategic Plan (1428 : Approval of FY 2014 Strategic Plan and Commissioner Priorities) fund Action/Strategies a) Meet with brokers and review budget strategies to improve forecasting of future revenues and expenditures for 2014 budget b) Explore moving renewal date of property and casualty insurance to April 1 to avoid attempting to bind insurance during hurricane season c) Strategize with Finance Director and develop strategies that will achieve acceptable reserve levels for the self-insurance fund d) Work with our health insurance brokers and devise strategies for handling future impacts on the County health insurance program, including impacts from the Health Care Reform Act legislation d) Coordinate with our health insurer and the employee wellness committee to improve employee wellness thereby helping to control health insurance costs Goal 2 Increase the effectiveness of Okaloosa County’s safety program aiming at reduction of work-related injuries and associated costs of injured employees Objective To increase awareness of the cost significance of work- related injuries to each county department Action/Strategies a) Review workers’ compensation injury reports, looking for any trends in injury types and causes. Report finding and discuss opportunities for improvement with department directors at least quarterly b) Evaluate safety training needs within all departments and develop training programs to meet those needs c) Encourage departments to use RM as a source for safety training d) Coordinate with HR staff, our insurers and vendors to provide cost effective and quality safety training materials e)Conduct quarterly safety meetings with department safety representatives and promote safety within the entire organization f)Conduct at least two countywide safety seminars during fiscal year 2014