Keeping Union Township Safe & Beautiful

Service DepartmentStrategic Plan2014 - 2016

“Providing Quality Services” January, 2014

A Message from the Service Director~

The primary role of the Union Township Service Department is

“to improve and preserve the quality of life in our community by

the pursuit of unparalleled services for our residents in the most

cost efficient and effective manner possible”. Union Township is

the most livable community in Clermont County, Ohio, and one of

the most desired destinations in the Greater Cincinnati region. All

the Union Township Departments, including the Service

Department, work together to sustain a positive momentum for the

community and the residents we serve.

This Strategic Plan is a collaborative effort by the Strategic Planning

Management Team to address today’s Mission, Visions, Values, S.W.O.T.

Analysis, Goals and Objectives, and Specific Plan of Actions needed for

this Department to become the most effective and efficient Service

Department in the state of Ohio. Our goals and objectives are ambitious

and very attainable. We are proud to serve the residents of Union

Township and are committed to excellent services by a well trained and

courteous staff.

Matt Taylor, Service Director

2

This Strategic Plan is today’s Mission, Visions, Values, S.W.O.T. Analysis, Goals and Objectives,

and Specific Plan of Actions needed for this Department to become the most effective and

efficient Service Department in the state of Ohio.

Strategic Planning Management Team

Matt Taylor – Service Director Shawn Hartness – Service Supervisor

Pat Ebright –Cemetery Sexton Isaac Walker – Maintenance Worker II

Mark Hamm – Mechanic / Facilitator Ken Dash – Maintenance Worker II

Key Attributes of Strategic Management- Includes multiple stakeholders in decision making

- Directs the organization toward overall goals and objectives

- Establish levels of service

-Monitor and update goals and objectives

-Maintain documentation

3

Mission Statement ~ To improve and preserve the quality of life

in our community by the pursuit of

unparalleled services for our residents in the

most cost efficient and effective manner

possible. ~

LEVELS OF SERVICE

“Around here we don’t look backwards. We keep moving forward, opening up new doors and doing new things.”Union Township Service Department

In keeping with the Service Department’s mission statement, “To improve and preserve the quality of life in our community by the pursuit of unparalleled services for our residents in the most cost efficient and effective manner possible”, the Department strives to satisfy our residents’ expectations for quality service both in terms of service delivery and manner of performance.

Levels of service will be provided within a set time using the resources available. The levels of service are established annually through the budget process. Furthermore, these levels of service will be monitored according to past performance.

Performance indicators provide the mechanism by which the Service Department will measure critical success factors to continue to meet the needs of our residents. Following are performance levels for signs installed, acres mowed, and miles paved.

4

Signs 285 @ $70.04 per sign $19,961.40Acres mowed 1000 @ $22.43 per acre $22,430.00Miles paved 1 (5280 ft.) @ $25.82 per foot $136,329.00

The Service Department will continue to track costs and performance of services in order to satisfy our residents’ expectations for quality service both in terms of service delivery and manner of performance.

Some of the superior public services the Union Township Service Department provides are:

Road Division Street repairs Storm sewer repairs Sign and pavement marking installations Snow and ice removal Pavement maintenance Dead animal pick-up

Parks Division Sports fields Playgrounds Concession stands Shelters Fishing lakes Walking trails Dog parks

Cemetery Division Burials Chapel

5

Gazebo Heritage Grove Park Outdoor wedding cathedral Annual community event

“Where there is no vision, the people perish…” Proverbs 29:18

Vision

~To be known as the Township with the most effective and efficient Service Department in the State of Ohio ~

Core ValuesThe Union Township Service Department values ~

Teamwork Work cooperatively and effectively with others to achieve common goals

Integrity Adhere to the highest standards of conduct and moral behavior

Loyalty Be committed and supportive of Union Township Service Department’s mission

Safety Provide and promote a safe work environment

Excellence Perform at the highest level

Financial Stewardship Be good stewards of the public’s money

Respect Value our staff and township residents

Department Description The Service Department is responsible for the maintenance, repair, and beautification of the

Township’s four parks, Mt. Moriah Cemetery, and Township-owned facilities. The Department also

tends to more than 130 miles of Township roads, and various traffic-related signage. From repairing

Township roads to the maintenance and upkeep of the Cemetery, and the various responsibilities in

6

between, the Service Department is proud to be the caretaker of this growing and diverse community.

Union Township Service Department is comprised of 3 major divisions and employs 18 full-time

employees.

Road Division

The Road Division is responsible for the maintenance of nearly 130 miles of roads. These roads range

from high volume traffic roads to small cul-de-sac streets. Maintenance of these roads include

pavement resurfacing, patching of potholes, line-striping, the treatment of roads due to snow and icy

conditions, and street and traffic control signs. All these activities work to help ensure safe road

conditions for the traveling public. There are more than 500 streets within the Township’s road system

that must be evaluated for pavement conditions each year. The Road Division uses an evaluation

process that identifies all streets to be considered for resurfacing over a 5-year period. This process

categorizes streets by a pavement rating. The rating system takes into consideration different

characteristics for each road and assigns each road a rating number. The Road Division is also

responsible for maintenance of the road right-of-way. This routine maintenance includes cleaning

roadway ditches, trimming trees, and mowing the grassy areas in the road right-of-way. We take great

pride in keeping our roads clear and safe for the traveling public. In 2010, we received many phone

calls from business owners and residents thanking us for a job well done.

Parks Division

The Parks Division currently operates and maintains four parks: Veterans Memorial Park, Clepper

Park, Ivy Pointe Park and Mt. Carmel Park. The Township views the parks as a major asset, providing

both active and passive recreational activities for all to enjoy. The Parks Division is responsible for all

park maintenance regarding both facilities and grass cutting.

~Veterans Memorial Park Veterans Memorial Park remains one of the most popular gathering places in Union Township. With a

wide range of amenities, the park is the perfect setting for numerous events throughout the year. The

25-acre park offers all types of recreational facilities, including tennis courts, basketball courts, soccer

fields, baseball diamonds, sand volleyball courts, and cornhole. A walking track, playground, fitness

trail, and fishing pond add to the appeal of the park. Families and groups can enjoy sheltered and

7

unsheltered picnic areas with grills. Day-to-day maintenance includes mowing and trimming the

soccer fields, baseball fields and play areas, trash removal, keeping the restroom facilities clean and in

working order, dragging the baseball fields, repairing and replacing playground equipment, and

pruning and mulching the landscaped areas.

~Clepper Park

Union Township views its parks as a major attraction, providing both active and passive recreational

facilities for all to enjoy, and our 50-acre Clepper Park is no exception. With entrances from

Summerside and Barg Salt Run roads, the park offers basketball courts, soccer fields, baseball

diamonds, a football field, walking track, fishing lake, and an equipped playground area. Sheltered

and unsheltered picnic areas with grills and public restrooms complete the full range of facilities found

at Clepper Park. All the shelters have picnic tables that are handicap accessible. These amenities are

used by many organizations throughout the year. The basketball courts are heavily used daily and

many people use the track to walk, jog, and inline skate. The fishing lake is a “catch and release”

operation and offers both the experienced and novice anglers a place to test their skills.

The Service Department operates and maintains Clepper Park, including repairing and replacing

existing playground equipment, installing new benches and trash containers, dragging the baseball

fields, mowing and trimming the soccer and football fields and play areas, trash removal, maintenance

of the restroom facilities, and pruning and mulching the landscaped areas.

~Mt.Carmel Park

Mt. Carmel Park is the township's smallest park, often being referred to as a "Pocket Park." It is a

neighborhood park to serve the Mt. Carmel area. Mt. Carmel Park is a beautiful green space located at

Dameron Lane and Ravenwood Court. This neighborhood park includes a completely equipped

playground area with several benches throughout. The township views their parks as a key attraction,

providing both active and passive recreational activities for all to enjoy.

~Ivy Pointe Park

Ivy Pointe Park is the Township’s newest park. This park is located on Ivy Pointe Blvd. It is a pet-

friendly park situated on just over eight acres. Ivy Pointe Park is graced with two beautiful gazebos, a

paved walking trail, a pond, and a restroom facility. This park is unique in the sense that as the

surrounding business district grows, the walking path from the park will eventually encompass the

8

entire business district. The Service Department is very excited about the future development of this

incredible green space.

Cemetery Division

The mission statement of the Union Township, Mt. Moriah Cemetery is, “To operate and maintain an

historic burial ground in a park-like setting, with a commitment to preserve and honor the heritage of

past generations, to serve and respect the needs of the present generation, and to provide a legacy for

future generations”. The cemetery staff strives to accomplish this mission year round. The cemetery

includes over fifty acres of rolling hills, large shade and evergreen trees, sparkling pond and waterfall,

lovely gazebos, chapel and restful meditation area. The recent addition of a Cremation Scattering

Garden offers families an alternative for memorializing cremation. The cemetery is rich in history and

some prominent pioneers and citizens dating back to the early 1800’s are interred here. Mt. Moriah

Cemetery is proud to be in good standing with two prestigious organizations. These organizations are

the International Cemetery, Cremation and Funeral Association, and the Ohio Cemetery Association.

Mt. Moriah Cemetery has been carefully maintained to ensure the beauty and serenity for future

generations.

~SWOT Analysis~The Strategic Planning Management Team reviewed the Service Department’s internal strengths,

internal weaknesses, external opportunities, and external threats that were developed during the

2014 strategic planning process. Several small edits were made to the SWOT analysis, but, in the

opinion of the Team, the analysis remains relevant and applicable. Below is the final list of

strengths, weaknesses, opportunities, and challenges which were identified and endorsed

unanimously by the Team:

Strengths ( Internal )

1. The Service Department offers a diversity of services.2. The Service Department has excellent, experienced, and dedicated employees.3. The Service Department has an outstanding reputation.4. The Service Department has a high value of training and certification.

9

5. The Service Department has an open-minded management team.6. The Service Department has quality assets / facilities, equipment etc.7. The Service Department has high commitment to quality and positive results.8. The Service Department has a well connected relationship with residents and other

governments.

W eaknesses ( Internal )

1. Revenue constraints2. Physical space constraints3. Aging physical infrastructure

O pportunities ( External )

1. Collaboration with neighboring governmental bodies2. Grant opportunities3. Community and economic growth opportunities

T hreats ( External )

1. Adverse economic conditions affect access to necessary resources2. Federal regulations pertaining to townships3. Overcoming the negative reputation that governments have in general is a challenge4. The impact of state and local politics on the township5. Need to maintain township strengths in face of increasing demands and expectations

~STRATEGIC PLAN GOALS~

GOAL #1 REACCREDITATION IN THE YEAR 2015Reviewing the self-assessment process will enable the Service Department the opportunity to find new ways to provide services in a more efficient and effective manner. The process will also allow the Department to identify their strengths and weaknesses in order to provide opportunities for improvement. Improvements will encompass providing community services in the most cost-effective and responsive

10

manner, improve administration and operations practices, and enhanced employee opportunities.

GOAL #2 SNOW REMOVAL OPERATIONS IMPROVEMENT Snow removal operations improvement within the Service Department encompasses the ability to manufacture and apply anti-icing and deicing chemicals to be used during winter snow operations.

GOAL #3 INSTALLATION OF MANDATED RETROREFLECTIVE SIGNAGEIn compliance with the Federal Highway Administration the Service Department is

committed to the initiation of a program to replace all signage with mandated retroreflective signage by the year 2015.

GOAL #4 CAPITAL IMPROVEMENTSThe Service Department will initiate capital improvements with the Roads, Parks and Cemetery Divisions.

Motto

~ Success at Union Township’s Service Department is measured

by the quality of our services and the timeliness and

professionalism with which those services are delivered ~

11

~STRATEGIC PLAN OBJECTIVES~

GOAL #1 REACCREDITATION IN THE YEAR 2015

1.1 Provide community services in the most cost efficient and responsive manner

1. In order to facilitate services to the community in the most cost efficient and responsive manner, the Service Department is committed to the work order system. The work order system establishes a means for the community to communicate their needs to the Service Department. The work order system enables the Service Department employees to meet the needs of the community.

1.2 Improve administration and operations practices

1. Disseminate important news and information to employees2. Keep public informed 3. Update work order/service request tracking system5. Update written practices

1.3 Enhanced employee opportunities

1. Provide more training through LTAP, APWA and other educational opportunities2. Employee recognition through the Employee of the Month/Year Award program3. Communication through bi-monthly supervisor meetings

GOAL #2 SNOW REMOVAL OPERATIONS IMPROVEMENT

1.1 Manufacturing of chemicals for anti-icing and deicing; the Service Department will achieve this goal through the purchasing of a brine maker or the building of a home-made brine unit.

12

1.2 Retrofit all snow vehicles with equipment specifically designed for applying liquid chemicals.

1.3 Purchasing, and installing additional tanks to store anti-icing and de-icing liquids.

1.4 Advantages of applying liquid chemicals:

1. Reduced salt usage2. Reduced cost of deicing materials3. Reduced labor costs4. Increased deicing efficiency and faster melting action5. Increased safety to motorists

GOAL #3 INSTALLATION OF MANDATED RETROREFLECTIVE SIGNAGE

1.1 To be in compliance with the Federal Highway Administration mandating that the Department establish and implement a sign assessment or management method to maintain minimum levels of sign retroreflectivity by January 2014.

1.2 To be in compliance with the Federal Highway Administration mandating that the Department complete the compliance date for the installation of retroreflective regulatory, warning, and ground-mounted guide signs by January 2016.

1.3 The Department will implement these requirements through the Sign Program.

GOAL #4 CAPITAL IMPROVEMENTS

1.1 Capital improvements will be initiated with the divisions according to the annual budget process.

1.2 Capital improvements for the Road Division will include:1. Annual road resurfacing program2. In house full depth asphalt base repair initiative

13

2.3 Capital improvement for the Park Division will include:1. Veterans Park retaining wall around pond2. Clepper Park storage facility3. Clepper Park Baseball field renovations

2.4 Capital improvements for the Cemetery Division will include:1. Finalizing the implementation of a new online data base2. Tree Planting

CLOSING REMARKS

~Good, Better, BestNever Let It Rest

Until Your Good is BetterAnd Your Better is Best~

Buddy LaRosa Founder of LaRosa’s Pizzeria

The Union Township Service Department’s Strategic Plan for 2014 -

2016 is in keeping with our mission statement “to improve and

preserve the quality of life in our community by the pursuit of

unparalleled services for our residents in the most cost efficient and

effective manner possible”. Our goals and objectives will be

reviewed, evaluated and updated on a continual basis by the Strategic

Planning Management Team. The Service Department Administrative

Assistant is responsible for keeping the documentation in a current,

14

usable form. This Strategic Plan will be our foundation to honor the

commitment to the residents of Union Township.

15