Okaloosa County BOCC — July 15, 2013 (meeting #1142) — reading text

463.0/9 Input Number of new sewer taps 145 80 90 Number of new water taps 188 110 120 Dollar value - new sewer taps $453,996 $400,000 $400,000 Output Dollar value - new water taps $156,291 $160,000 $150,000 Feet/Miles of sewer lines cleaned 166,455/31.5 180,000/34.1 200,000/37.9 Efficiency Effectiveness Number of main breaks repaired - Water 714 810 880 Number of main breaks repaired - Sewer 174 220 280 Valves maintained 1,721 2,000 2,250 18 Packet Pg. 103  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 FY11 FY12 FY13 FY14 Category Actual $ Actual $ Original $ Approved $ Personal Services 1,715,324 1,491,495 1,705,638 1,936,175 Operating Expenses 4,173,066 4,081,894 2,494,226 2,617,786 Capital Outlay 402,253 805,140 1,883,789 3,082,630 Debt Service 933,095 973,684 2,039,868 2,181,237 Reserves 0 0 3,703,954 4,549,652 Total 7,223,738 7,352,213 11,827,474 14,367,480 HISTORICAL STAFFING SUMMARY: Category FY11 FY12 FY13 FY14 Full-time 30 29 30 31 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 30 29 30 31 19 Packet Pg. 104 MAJOR ACCOMPLISHMENTS LAST YEAR:  Maintained an extremely low level of bad debt write offs (below 1% of revenue).  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.  Continued to promote green options including e-billing and e-payments resulting in a reduction in the number of paper bills mailed each month.  Online new service application now available saving time for our customers.  Update IVR system to new PCI compliant system providing increased security of customer credit card information.  Installed virtual environment for Water & Sewer to replace out dated servers. Begin Green option that decreases the number of physical servers needed. 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 FY2014:  Continue to inform customers about all the tools available to do business with OCWS.  Implement SCADA at additional locations (wells & lift stations).  Improve SCADA communication through moving to IP based communication  Enhance Fiber Coverage throughout county.  Finalize implementation of bar coding system for logistics warehouse to streamline perpetual inventory counting and control (value in excess of $1.5 million)  Begin SCADA virtualization of existing servers – This is a green option that will ultimately reduce the number of servers from 10 to 3.  Implement new SCADA PLC equipment which has decreased SCADA cost per site by 80% by modernizing and standardizing.  Discontinue the outsourcing of offsite tape storage from a local vendor. Water & Sewer purchased a fire cabined and placed it at the Arbennie Pritchett WRF which now stores all backup tapes. 20 Packet Pg. 105 PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY11/12 FY12/13 FY13/14 Input Output Bad debt written off as a % of annual billings 0.60% 0.75% 0.75% Water & Sewer accounts / Customer Service personnel 29,400 / 13 29,960 / 12 30,100 / 12 Efficiency Number of new accounts set up - Water 8,039 8,100 8,000 Number of new accounts set up - Sewer 6,950 5,981 6,000 Number of Cut offs processed 7,091 7,932 8,200 Effectiveness Total Bills processed monthly - in excess of 29,500 30,100 30,500 Average number of monthly e-bills sent 3,000 3,362 3,500 21 Packet Pg. 106  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 FY11 FY12 FY13 FY14 Category Actual $ Actual $ Original $ Approved $ Personal Services 276,665 240,564 284,273 360,333 Operating Expenses 673,075 658,370 415,704 490,835 Capital Outlay 64,880 129,861 313,965 577,993 Debt Service 150,500 157,046 339,978 408,982 Reserves 0 0 617,326 853,060 Total 1,165,120 1,185,841 1,971,246 2,693,903 HISTORICAL STAFFING SUMMARY: Category FY11 FY12 FY13 FY14 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 4,500 wastewater sample tests.  Tested in excess of 1200 water samples from monitoring wells.  Completed in excess of 2000 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) 22 Packet Pg. 107 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 procedures. 2. Maintain and extend the useful life and utility of County facilities. 3. Ensure the preservation and safe operation of all work related equipment. 4. Carry out required State and Federal laboratory testing to assure water and wastewater meet proper standards. 5. Perform all tests required by law, regulation and design standards or contract with a laboratory capable of