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Home My WebLink About2024 Work Plan Presentation JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners FROM: Tracy Coleman, Central Services Director DATE: April 1, 2024 SUBJECT: 2024 Work Plan Presentation STATEMENT OF ISSUE: An opportunity to discuss the Central Services Department Work Plan for 2024. ANALYSIS: Central Services will discuss the departments work flow assigned within the department for the year 2024. We will cover IT—telecommunications, GIS, Records Management and Public Records; Fleet; Facilities and Capital Planning. FISCAL IMPACT: None RECOMMENDATION: Discuss the workplan as presented. REVIEWED BY: .41 Mark McCauley, Ccoty Administrator Da J � CENTRAL SERVICES WORK PLAN TRACY COLEMAN., CS DIRECTOR AGENDA ❖ Information Technology, GIS, Records Management, Public Records ❖ Fleet •:' Facilities •:' Capital Planning PLEASE FEEL FREE TO ASK QUESTIONS AS WE GO THROUGH THE TASKS AND PROJECTS • ' • • • • 6 M RECORDS BUILDING Wiring COMPLETED i VPN VPN April 12 DOMAIN CONTROLER TIME SYNC Tyler Technologies software went down, we were off by 2 min. Switched COMPLETED WITHIN THE • time server so we will always be synced to the internet. HOUR MARCH 2O24 • WILD CARD CERTIFICATES All internal talking network, keeps it secure and trusted, renewed all the COMPLETED FEBRUARY certificates. Updated on a tickler calendar and extended certificate dates 2024 to overlap so not all due at once and with longer life spans. NEW CIVILIAN CAMERAS FOR COURT CAMERAS HERE ROOMS WIRING AND INSTALLATION MAY 10, 2024 QUILCENE TRANSFER STATION Network update for reliability. Hard line going in underground. JUNE 14, 2024 NETWORK UPGRADE • COURTHOUSE FIBER PROJECT Entire courthouse to have a switch in every department, higher speed and SEPT 30 reliability and more organized MIGRATION OF SUPERIOR COURT Migrating current data to their system to build out the way prosecutors want MAY 31 IT COMPLETION RECORDS FROM LASERFICHE TO it. Industry specific solution tailored to what they need. We gain storage by FOR KARPEL AND KARPEL, CO. this. PROSECUTORS TO WORK ON GOING LIVE AUDITOR'S OFFICE NETWORK To be done with Auditors office remodel. 2025 UPGRADE INFORMATION, • • PROJECTS INFORMATION STATUS/TIMELINE EMAIL MIGRATION Barracuda email retention migration to cloud - taking our email storage to a May 31 cloud based system, record retention forever. • ARTIFICIAL INTELLIGENCE POLICY Advisory on writing the policy for Al for Jefferson County — meeting hosted by ON GOING FRAMEWORK Commissioner Brotherton LIQUIDFILES UPDATE AND MIGRATION Software used for secure large data transfer (cops for body cams) taking from JULY 31 TO CLOUD our server to cloud. NEW MDM AND DEVICE POLICY Software for mobile device management— phones, tablets, iPads. Can remotely DEC 20, 24 wipe through MDM if device is lost. Good for Data retention, public records, so we would have this for emails. SERVER MIGRATION TO CRITR Moving all servers to one central location more secure with backup generator. NOV 15, 24 More storage hard drive/memory to be ordered. ENERGOV DATABASE EPL system (Cherie Moulin gave a presentation to commissioners a month ago) JULY 1 PHASE 1 we will be online for phase I of the customer portal. Working on a support solution to EPH, DCD and PW. Training and consultant evaluation. NEW EQUIPMENT ROLLOUT New monitors, computers and printers. ONGOING • • • A • • • PROJECTS INFORMATION STATUS/TIMELINE NEW AERIAL IMAGING Update our mapping aerial view COMPLETE BY 4-30-2024 JEFFCOM Rebuild addressing points, road centerlines for National COMPLETE BY 4-30-2024 • Emergency Numbers Assoc. (NENA) to be compliant with Fed • and State. ENERGOV GIS Integration. IT writing program for it to copy into our data IT COMPLETE BY 4-30-2024 base. GIS Dept. to make it so the information from Energov GIS COMPLETE GO LIVE BY 8- then goes to GIS from our permit system. 1 -2024 ENTERPRISE UPGRADE Upgrading GIS system to 10.9.1. This allows us to begin COMPLETE BY 4-30-2024 migration for ARC GIS pro for all mapping and Parcel Fabric. PARCEL FABRIC UPGRADE Pro Tech Support, consultants will start this upgrade when our ANTICIPATED COMPLETION 1 2- Enterprise Upgrade is completed. 20-2024 VECTOR TILE "BASEMAP" Ability to look at different land views (i.e. no buildings, only JUST WENT LIVE 3-29 FOR buildings, just bodies of water, just roads, etc.) ROADS ONLY - ON GOING UPDATES • AWARENESS PROJECT When we complete the GIS 10.9.1 upgrade we will be in the BUDGET CYCLE 2026 & 2027 last stage of our operating system and will be unable to upgrade further without upgrading our servers. PROJECT STATE GRANT • Migrate old records Access database to • June 28, 2024 Working on deliverables and grants Laserfiche • deadlines • Update Laserfiche Accession/Destruction • Sept 13, 2024 Process through Forms (LF Program) • Assign QR Codes to files/boxes • On going — March 2025 • Write SOP for New Process • Dec 20, 2024 • Conduct Training • Nov 15, 2024 COUNTY POLICY FOR RECORDS In production for timeline and department September 2025 MANAGEMENT requirements • PUNCHLIST OF NEW RECORDS Final touches on racks, space, etc. June 2024 STORAGE UPDATE SOP RECORDS MANAGER In production Dec 20, 2025 • • • • PUBLIC RECORDS • PUBLIL RE ORUS TRAINING Wk UbPAR I • 5 minute introduction and sign in • 15 min presentation on individual roles within the organization • 10 minutes of O&A • Training module completion by May 315', email roll out with training module and timeline to sign up for Department/Staff Training by June 1 Oth • WA PUBLIC RECORDS OFFICER' • Our PR Administrator, Ken Hugoniot, is doing a joint presentation in may with Port of Anacortes and City of Seattle on email searches and the logic behind the search for accuracy. • SUCCESSION PLANNING • Increased records request • Email dominating time constraints — 4 month back log 9 Possible '/z time Clerk Hire for back logs FLEET ( 1 /2) C/ ER&R FINANCIALS AND CAPITAL 2024 Current Situation • Current fund balance $1 ,915,870 • Projection at the end of 202-+ $1 ,170,503 • 2024 approved equipment capital $1 ,1 1 8,000 • Assets ordered in 2022 were received in 2024 increasing the projected amount to $1 ,544,932 • Since 2017 the ER&R fund had an average loss of $175,800 annually and total loss of $1 .5M • 2024 projected loss is $747,809 Plans and Solutions • Sustain fund at level of $2M year over year, monitor expenditures and ensuring that revenues match. • Remove capital outlay projects totaling $695,000. • Adjusted monthly rent for assets showing losses. • Met with Department heads to adjust equipment capital plan, resulted in a revised equipment capital expense of $1 ,097,932. • Fleet Replacement Strategy developed to help with year over year budgetary planning currently projected out to 2039. • Rental rate revision and proposed plan developed. • Meeting with departments to discuss equipment needs and alternative options are set on quarterly /` cadence. Q FLEET (2/2) ERM Financials and Capital 2024 Roads Projected Replacement Cost by Year 1600000 1400000 1200000 1000000 800000 600000 400000 200000 0 ,ti0 ,ti0 ,ti0 ,ti0 ,ti0 ,ti0 `tip ,tip ,ti0 ,ti0 ,tip ,tip 'ti0 ,ti0 ,ti0 ,.ti0 ,ti0 Total Budgetary Projections $1,800,000 $1,600,000 $1,400,000 $1,200,000 $1,000,000 $800,000 $600,000 $400,000 $200,000 rti`5 rtiP rti5 ,tib fL1 ,10 rtiq ^gyp ,y'� n�`ti ,�^� rya ,yFi „�b ,y1 ,�0 ,yQ ,ti0 ,ti0 ,ti0 ,ti0 rti0 ,ti0 ,ti0 ,ti0 rti0 ry0 ry0 ry0 rti0 ry0 ,ti0 ,ti0 ,ti0 -Dollar Vale RECORDS STORAGE "BOX" VEHICLE Researching - options Research complete by April 12 Purchase complete by 5-31 -2024 RECORDS STORAGE MOVE Move boxes from Annex and 5 storage COMPLETED MARCH 2O24 units to new location CAMERA AND ALARM SYSTEM AT NEW Scope of work completed. Estimated cost PO Issued by 4-1 2-2024 RECORDS STORAGE FACILITY too high. Working on Scope upgrade. Work Complete by 5-17-2024 COURTHOUSE ELEVATOR MODERNIZATION Scope write up completed. Working on RFB out by April 5 RFB Award by April 26 Work completed by March 2025 FACILITY MAINTENANCE MOVE Empty out 4/5 facilities storage units. May 3, 2024 . Keep one historical furniture and fixtures. COURTHOUSE XRAY MACHINE MOVE COMPLETED MARCH 2O24 COURTHOUSE SUPERIOR COURT CARPET Measuring and pricing PO or RFB by April 12, 2024 PORT TOWNSEND FLOORING REPLACEMENT Specifications completed RFB out 3-26-2024 RFB out Award April 16rh Work Completed by May 31, 2024 QUILCENE SEPTIC UPGRADE Feasibility Complete with test pits Design Review 4-1 1 -2024 Design Completed for commercial kitchen, RFB 4-16-2024, Bids Due 5-31 -2024 showers and additional restrooms. Award TBD MOM .................. ANIMAL SHELTER FACELIFT Working on scope write up for window, front wall Scope write up by April 12, 2024 board and canopy replacement. Paint outdoor RFB out by April 15, 2024 holding pen front panels, place pavers down for Bids due back by May 9, 2024 sanitation, remove moss from shelter roofs. Award by May 10, 2024 • Work complete by July 31, 2024 ANIMAL SHELTER ROAD UPGRADE Grade and Gravel Road bed Scheduled completion by 4-1 2-24 Turn over to Facilities vs. PW OLYMPIC PENINSULA VISITOR CENTER PAINT Scope write up completed, RFB out and due back by Bids received. Waiting to award based on LTAC 3-28-2024 can award based on bids using funds dollars? Completion date by 6-28-2024 from Tri-Area Community OLYMPIC PENINSULA VISITOR CENTER EV Met on site. Location Determined. Waiting to hear back regarding Federal CHARGING STATION Locates called in. PUD ready. Funding by 4-15-24. Contract language after that. PORT TOWNSEND COMMUNITY CENTER EV Met on site. Location Determined. Contract language rejected. Waiting to hear • CHARGING STATION Locates called in. PUD ready. Ready to move from Grant Administer if they will accept our forward in construction proposal by 4-1 2-2024. TRI AREA COMMUNITY CENTER PAINT Scope write up completed, RFB out and due back by Bids Received. 3-28-2024 Award 4-2-2024 Completion date by 6-28-2024 HVAC REPLACMENT Upgrade HVAC system at Health, DCD and Public RFB April 5 Works. Lead time on HVAC units. 3 phase option vs. BIDS Award April 26 1 phase. Work Completed By TBD REMAINDER CAPITAL PLAN 2024 1 . COURTHOUSE IRRIGATION - SPRINKLER SYSTEM REPLACEMENT 2. COURTHOUSE WOODWORK RESTORATION - ON GOING BUDGETED 3. COURTHOUSE ROOF REPAIRS - ANNUAL MAINTENANCE 4. QUILCENE COMMERCIAL KITCHEN-UPGRADE OF EXISTING, AFTER SEPTIC DESIGN 5. PTCC GYM ROOF ANALYSIS - ENGINEERING TO GRANT 6. BRINNON COMMUNITY CENTER ANALYSIS - ENGINEERING TO I GRANT 7. JAIL CRISIS ADDITION & MODULAR REPLACEMENT STUDY 8. PTCC GYM ROOF STRUCTURAL ANALYSIS 9. PARKING LOT RESURFACING (SEAL COAT) - QUILCENE COMMUNITY CENTER, SHERIFF ADMIN., JAIL 10. PTCC UPGRADE FIRE ALARM PANEL 11 . AUDITORS OFFICE COUNTER REMODEL • • E Education and Networking Time mployee • Michael Perin GIS ESRI user training July 1 5-1 9 • San Diego Convention Center Michael Perin GIS IAAO 601 — Methods of legal August 19-23 descriptions on mapping applications. Wenatchee Convention Center Kevin Hitchcock GIS NW GIS Conference Sept. 23-27 Seaside Convention Center Jenny Matter Records Laserfiche Empower April 22-25 Las Vegas • • Mikey Forville IT Laserfiche Empower April 22-25 • Las Vegas r • W Z r w r �