Order No. 28353
STAFFING THE ENVII20MENTAL HEALTH PROGRAM
On this the 14'~ day of October 2003 upon motion made by Commissioner Letz,
Seconded by Commissioner Nicholson, the Court unanimously approved by vote of 3-0-
0 that the Environmental Health Department be staffed by a department head/inspector,
an O.S.S.F. inspector and administrative clerk, and apart-time Solid Waste inspector and
authorize the County Treasurer to create these job descriptions.

COMMISSIONERS' COURT AGENDA REQUEST ,~ ~ ~ T~
PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS TO BE
REVIEWED BY THE COURT.
MADE BY: Jonathan Le OFFICE: Commissioners Court
MEETING DATE: October 14. 2003 TIlViE PREFERRED:
SUBJECT: (PLEASE BE SPECIFIC)
Consider and discuss organization, office location and staffing of new Kerr County OSSF Program.
EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON)
NAME OF PERSON ADDRESSING THE COURT:
ESTIMATED LENGTH OF PRESENTATION:
IF PERSONNEL MATTER -NAME OF EMPLOYEE:
Comm. Pct. #3/Comm. Pct. #4
Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter
551 and 552, Government Code, is as follows:
Meeting scheduled for Mondays: 5:00 P.M. previous Tuesday.
THIS REQUEST RECEIVED BY:
THIS REQUEST RECEIVED ON:

All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been
prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be
appreciated and contribute towards you request being addressed at the earliest opportunity. See Agenda Request Rules
Adopted by Commissioners' Court.
OSSF Department
i h answers phone
takes applications
helps with filling out applications
tracks complaints
maintains calendar
schedules inspections
collects fees
prepares transfer documents
helps prepare Licenses
files OSSF nuisance cases with court
Notary services
enters data to create/update files
prepares con-espondence to installers, homeowners,
realtors, title companies, lendors
provides technical assistance
prepares monthly reports
handles all paperwork
Judy tracks aerobic contracts and service reports
enters all aerobic information in database
prepares reminder notices/finat notices to owners
files OSSF aerobic cases with court
answers phone
enter data to close file for transfers & licenses
prepares licenses to operate
prepares monthty reports
prepares correspondence to homeowners, aerobic
services providers, installers, designers, etc.
prepares all database reports for special projects, i.e.
complaints reports, pending reports, failing septics, etc.
handles all papennrork
backup to Tish
Miguel answers technical questions
visits with homeowner, installers, etc.
reviews designs
issues permits to construct
inspects complaints ~ notifies homeowner
prepares all field notes and inspection reports
reviews and signs licenses
corresponds with homeowners and OSSF professionals
Stuart
Help develop and manage the OSSF and Floodplain budget
Approve leave requests
Purchase supplies
Discuss issues with TCEQ
Supply information to TCEQ during the audits
Talk to Installers on any variance request
Answer technical questions for the general public via telephone, a-mail, or in
writing
Investigate complaints
State's witness for OSSF, and Floodplain cases
Attend Kerr County Commissioners Court and UGRA Board meetings when
necessary
Sit on committees for technical Support
Make Floodplain determinations
Review information provided for a Floodplain permit, and issue Floodplain
permits
Review subdivision plats far compliance to State and local OSSF rules in addition
to Federal, State and local floodplain orders
Perform Miguel duties when he is on vacation
Direct staff, when judgment calls needed
OSSF CYCLE
Process re: New Construction, Repairs, Upgrades, 8 Alterations
Application 8 Fees
Customer comes to the office {with Iota of questions)
Customer is greeted by receptionist and directed to correct staff or
customer is asked to have a seat and wait, that staff has someone with them, or staff is on telephone or
customer is asked to fill out appropriate application at table where there is a telephone for their use
Tish, norrnally, is the first OSSF staff that a customer works with
Tish handles the following process:
A Checks application for correctness and completeness
B Verifies that documents of the property are correct (i.e., legal description 8 plat)
C Sees that application is signed and notarized
D Fees are collected
E Fees are turned over to Accounting Dept
F OSSF # is assigned, owner name, date, physical location, legal description, and structure type are entered into database
G File is given to Judy for data entry of owner, mailing address, phone number, transaction type & fees
H File goes back to Tish to hold in "Pending" cabinet
I Lists of OSSF Professionals are given to customer (designers, site-evaluators, installers, pumpers, etc.)
J Once customer has decided on OSSF professional(s), the OSSF office is informed and information is recorded
in customer's file
II Site Evaluation
Tish sets up appointment between site-evaluator and Miguel to wnfirm soil class
File is given to Miguel for site-confirmation appointment
Miguel completes site-evaluation/site-confirmation form and places in file
File is returned to Tish to hold in "Pending"
III DesignalPlanning Materials
Designs/planning materials are received & date stamped by Tish
File is given to Miguel; planning materials reviewed for compliance with State standards
IV Permit
If designs are approved, Miguel issues a Permit to Construct
File goes to Tish who faxes or mails Permit to interested parties; sometimes a telephone call is necessary
File is given to Judy for data entry of designer, date plans received, permit date, system type, treatment & disposal types,
gallons per day, name of soil evaluator, date of soil evaluation, soil class, and installer
File is returned to Tish to hold in "Pending"
(If designs are not approved, Miguel sends file with "not approved" designs to Tish who calls designer with comments.
Designer resubmits drawings, and the process starts over.)
V Inspection
Installer calls Tish for appointment with Miguel for final inspection
File is given to Miguel for final inspection appointment
Final Inspection Report is completed and placed in file
(If a second inspection is required, file is returned to Tish who notifies the pertinent party & process is started over
at this point)
VI As Guilts
File is returned to Tish; if As Guilts are required, Tish notifies the designer~nstaller and/or owner
Tish hold's file in "Pending" until As Guilts are received
VIl License
Tish receives the As Builts, date stamps & a inserts in file
File is given to Miguel; As Builts are reviewed for compliance
Once As Builts are approved, Miguel stamps Final Inspection Report to indicate License to Operate is approved
(If As Builts are not required, Final Inspection Report is stamped to indicate approval for the License to Operate)
File is returned to Tish; notes are made in database with date As Builts are received and approval date of License
File is given to Judy; information is entered into database to issue License and close file
After data entry, the License Report is merged into a Word document that creates the License
After License is printed and attached to file, Judy gives file to Miguel for review and approval
File is returned to Judy; the License Report is then merged into another Word document that creates cover letter to owner
Cover letter is attached to file w/signed License and given to Tish to sign cover letter and review License
(If time allows, Judy creates one License Report and merges it with two Word documents, i.e. License & cover letter
and attaches both to file for Miguel to review, approve, and sign)
Once the License is reviewed, Tish makes copies of pertinent information for owner.
Tish mails License and other documents to owner.
File is then placed in "closed" cabinet.
Note: Complaints, Floodplain, and Subdivision Review have similar process.
OSSF Process 1(Y7/03
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Kerr County OSSF Program
Complaints Received by Environmental, Health ~ Safety Division
1997 - 2003
Year Number
1997 70
1998 130
1999 120
2000 102
2001 94
2002 98
2003 58
672
Complaints (DB Report)
1CY7/03 ~
OSSF Procedures:
1. Print out daily "To Do" list, which are items that have been calendazed for follow-up,
such as, have as builts been received, enforcement actions satisfied, etc.
2. Then the calendaz is cleared to prepare the Inspector's appointment calendar for the
day. Calls aze made to confirm tentative appointments; septic drawings aze faxed to
pumpers if a licensed pumpout inspection is scheduled that day. Related files are
pulled and inspection reports prepared for the inspector, making sure of any special
directions contained on the application are brought to the inspector's attention, all file
documents aze in order, etc.
3. "To Do List" files are then pulled or confirmed against database entries to see if
pending items have been satisfied.
4. If items are still outstanding, phone calls, e-mails, or other follow-up correspondence
is done to remind the interested party of the still outstanding requirements. Items aze
again put on the calendaz for follow-up. Some files are forwazded to the DR for other
appropriate action. Enforcement action being a possible consideration.
5. If enforcement action is decided upon, then a Case Report and a General Complaint is
prepared and filed with the J.P. Court with a copy being sent to the County Attorney's
office. A list of Court Cases is maintained, as well as a separate book for keeping up
with the status of cases filed.
OSSF Application Process:
1. OSSF Application is completed by the homeowner, reviewed for completeness,
signatures notarized, fees collected, copies made of plat or other documents, KCAD
information is printed and verified against application information.
2. OSSF clerk enters data in the database (P&R screen) before the file is given to the
data entry clerk for completion of data entry, i.e., phone number and address in the
P&R screen and then data in the OSSF screen.
3. File is returned to pending until site evaluation and design plans are received. Once
planning materials are received, they are reviewed for completeness, affidavits
executed if necessary, fees collected, Maintenance Contracts in place, etc. before the
file is given to the DR for review.
4. The DR reviews the plans, and will inform the OSSF clerk if a site confirmation is
needed. If a site visit is needed, the file is returned to the clerk for scheduling such.
5. If the DR approves plans, he prepares a Permit and returns the folder to the OSSF
clerk for distributing the permit to the owner or installer, as appropriate.
6. The data entry clerk enters permit data into the database and the file is then returned
to the pending cabinet.
7. If the DR notes problems on the plans, the OSSF clerk corresponds with the designer
or installer to inform them of the items that need to be addressed, usually done in
writing.
8. File is returned to the cabinet until installer calls for necessary inspections. Clerk
schedules appointment, being mindful of geographic location.
9. Once final inspection has been made, a reminder is sent to the designer that "as
builts"are necessary to license the system. Calendar "as builts" due two weeks from
the date of the final inspection.
OSSF Progrone 1 psh/jc
1 D/07/03 4:41 PM
OSSF Application Process (Continued)
10. If "as builts" are not received within two week time frame, a "Completion Notice" is
mailed to the homeowner advising them of final requirement{s).
ll. Once "as builts" aze received, information is entered into the database indicating
"closed" status. The file is forwazded to the data entry clerk for prepazation of the
license, cover letter. If the document is "urgently" needed, i.e., a real estate closing,
then the OSSF clerk prepares the documents.
12.Once the data entry clerk has prepared the documents, they are sent for the DR's
signature and then given to the OSSF clerk for final review, and mazking of which
file documents must be copied for the new owner, and appropriate brochures on how
to care for the system aze included.
13. The OSSF clerk faxes appropriate documents to lenders, title companies as needed.
14. The OSSF clerk makes the appropriate copies and mails out to the homeowner.
15. File is then closed and filed in the "Closed" file cabinets.
Plat Reviews•
1. Applicant•completes upper portion of Preliminary Plat Review form.
2. Fees are collected, based on number of lots.
3. Receipt is prepazed and given to customer.
4. The OSSF clerk completes the Plat Routing Slip; a copy is made for the file before
giving the signed original to the customer.
5. An entry is made on the Preliminary Plat Log for tracking purposes.
6. A file folder is prepared, the plat(s) folded, date stamped and given to the DR for
review. (Previous subdivision folders are pulled for his reference, if applicable.)
7. Once the review is complete, it is logged and a cover letter is prepazed for sending to
the contact person identified on the review form.
8. A copy of the correspondence is retained in the plat folder.
9. A copy is also faxed to the Kerr County Engineer.
10. File is then filed in the Subdivision Plat file cabinet.
Floodalain Aaplications:
1. Customer completes the application form and fees are collected.
2. OSSF clerk verifies if a septic or well file exists for the property, if owner indicates
improvements on the property.
3. Information is logged on the Floodplain Log, and a file number is issued.
4. OSSF clerk prepazes the file for DR's review.
5. Once the DR completes review, the OSSF clerk prepares correspondence for mailing
the determination to the owner.
6. File is then given to the data entry clerk for entering data.
7. File is then filed in the Floodplain file cabinet.
OSSF Progreun 2 Ptl/jc
10/07/03 4:41 PM
Compalaints•
1. OSSF clerk takes call and Complaint form is completed.
2. OSSF clerk researches owner/location information, if it can be determined from the
information provided by the caller. This usually involves printing out current
ownership information from KCAD, researching plat records and making a copy,
researching database to see if a file already exists for the site in question.
3. OSSF clerk schedules DR's inspection to the site.
4. A copy of the Complaint is given to the data entry clerk for tracking information, and
a copy is also filed in the Complaint Log manual.
5. Once DR makes site investigation, correspondence is prepared by the OSSF clerk for
sending to the owner.
6. OSSF clerk "calendazs" for follow-ups as necessary.
7. File is given to the data entry clerk for entering data.
8. OSSF clerk files the complaint documents in the Complaint Logbook and OSSF file,
if appropriate.
Miscellaneous
Septic Searches:
1. Septic Seazch form is completed by requestor.
2. Form is given to OSSF clerk for initial search. If septic file cannot be readily found,
form is then given to data entry clerk for research. KCAD information is obtained,
search begins in Access and DataEase databases, and plat files to determine if the
septic system was ever licensed.
3. If a file is found, data entry clerk pulls the file and enters information in the OSSF
database.
4. Form is completed by data entry clerk and forwazded to the OSSF clerk who
corresponds with the requestor, letting them know the status of their system.
End of Month Reports:
1. OSSF clerk prepares OSSF & Floodplain report for UGRA Boazd Book and for
distribution to the Kerr County Judge and County Commissioners. Monthly report
includes tracking OSSF and Floodplain applications, complaints, variances,
exemptions, appeals, cases filed, court appeazances, and soil/water
monitoring/samples.
2. TNRCC monthly report is prepared which includes number of applications processed,
number of type of disposal systems permitted, complaint and enforcement activities.
Aerobic Systems:
1. Data entry clerk runs OSSF database queries on a monthly basis to determine which
have expired aerobic maintenance contracts, as well as contracts that are about to
expire within the month.
2. Data entry clerk obtains KCAD information on the owners for the queried lists, pulls
the files, and enters all missing data into the database. A mail merge document is
prepared from the database query and merged with the reminder postcard or letter
which is mailed to the owner of an aerobic systems with an expired contract or a
contract about to expire.
OSSF Program 3 pa~'c
10/07/03 4:4/ PM
Aerobic Systems (Continued)
3. The owner is given 30 days to respond with a renewal contract. If there has been no
action by the owner within the 30-day period, the data entry clerk then sends a
another reminder letter to those who got postcards, or a final notice (certified mail,
return receipt requested) to those who have not responded to the previous
correspondence giving them another 15 days to respond with a renewal contract.
4. If a renewal contract has not been received within the 15-day period, the data entry
clerk makes a report for enforcement action, the Department Manager approves the
report, and the information goes to the County Attorney's office for appropriate
enforcement action.
5. The data entry clerk enters data on a daily basis of all aerobic maintenance contracts
and service reports received from the owners and/or aerobic service contracts to
ensure that the aerobic files aze always up-to-date. Correspondence or phone calls to
owners/contractors aze sometimes required of the data entry clerk to maintain the
files/database and to try to revent the file going to enforcement. Every effort is
exhausted before files are considered for enforcement action.
Bandera Electric New Connections Report:
1. Data entry clerk reseazches database in order to verify if customers on the Bandera
report have gone through the OSSF process in Kerr County.
2. The report is printed, if applicable, and given to the OSSF clerk.
3. The OSSF clerk verifies information, makes a copy for the DR and returns report to
data entry clerk for filing.
File/Database Maintenance:
1. Data entry clerk researches database for possible duplicate entries of all old and
current files. Files aze combined that are for the same property and this information is
noted in the database.
2. Data entry clerk researches database, verifies, and updates all missing data from when
the files were converted from the DataEase program to the ACCESS program.
3. Data entry clerk runs various queries/reports for the UGRA General Manager, Chief
Financial Officer, Kerr County OSSF Administrator, KCAD officials, and Aerobic
Contractors.
OSSF-related Inquiries:
1. OSSF clerk, on a daily basis, answers telephone and walk-in inquiries regarding
Program requirements, mailings of OSSF information, updating OSSF Professionals
List, faxing drawings, licenses, etc.
2. OSSF clerk provides information to realtors, title companies, owners, OSSF
Professionals and to the UGRA staff.
Accounts Receivable:
1. Fees are taken on a daily basis in cash, check or charge card.
2. Daily Deposit/Accounts Receivable Log is filled out daily.
3. Deposit Report is turned into the Cashier at 4:30 p.m. daily.
OSSF Progrwnr 4 prh/jc
/0/07/03 4:4/ PM
Per the direction of the Commissioner's Court of September 22, 2003 Commissioner
Nicholson and Commissioner Letz have gathered information related to organization of
the new Kerr County OSSF program.
In this process we have met with the following:
Greg Etter, UGRA General Manager
Stuart Barron, UGRA
Miguel Arreola, UGRA
]udy Carr, UGRA
Patricia (Tish) Hulett, UGRA
Glenn Holekamp
Shaun Branham
Visited with other county OSSF departments (limited)
Community Members
The basic elements of program organization are as follows under this agenda item. Note:
job descriptions, budget and Flood Plain Administration are covered under separate
agenda items
Basic organization:
Set up "Department of Environmental Health"
OSSF Administration
Solid Waste Administration
Flood Pisin Administration (?}
Other (?)
Staffmg:
Recommendation of from three to four positions
Department Head !Inspector
OSSF Inspector
Solid Waste Inspector (part time)
Administrative Clerk
Administrative Clerk (?)
We have provided information to the County Treasurer to develop job
descriptions and salary levels.
Office Location: Glenn Holekamp will have some cost estimates
Three possible locations for department
Basement Courthouse {use existing space with some renovation)
Basement Courthouse Annex (build-out unfinished space)
Previous Environmental Health Department location in Road and Bridge
Building
Office Setup
List of probable needs has been included