1. Public Works Institute April 8, 2014 Bob Hartnett Deputy Director of Public Works Steve Aldridge City Architect

2. Agenda History Facilities and Grounds Summary Funding and Budget Building and Equipment Replacement Program (BERP) Parks MOU Maintenance & Custodial Protocol Maintenance & Custodial Scheduling Maintenance & Custodial Inventory APWA Accreditation Challenges Questions

3. History 1970’s Custodial Maintenance – contract services Custodial Maintenance – division of Admin Grounds Maintenance - division of Public Works (cemetery) 1980’s Custodial Maintenance – division of Public Works (operations) Grounds Maintenance - division of Public Works (cemetery)

4. History 1990’s -2006 Facility Maintenance – included both custodial maintenance and building maintenance MOU executed with Parks for grounds maintenance functions 2007 Transferred to Administration – Internal Services Central Building Services (CBS) Under the City Architect

5. Facilities and Grounds Summary 104 Total Owned Facilities 30 Parks and Rec. 53 Water and Sewer 21 Public, Office, Operations Facilities Historic Train Depot Historic WPA Post Office Vacant and leased facilities Maintained Building Square Feet = 540K Custodial Square Feet = 171K

6. Facilities – City Hall Complex

7. Facilities – Historic Buildings

8. Facilities – Transportation

9. Facilities – Miscellaneous

10. CBS Department Management Prepares annual operating budget. FY 2015 budget request is $1.3M. Management and supervision over Custodial and Building Maintenance programs. Administers the Building and Equipment Replacement Program for all general fund departments. Capital project management

11. CBS Department Management

12. Funding and Budget Central Building Services Department $1.3M Four service programs provide: Facility Services Program – 2.25 FTE Custodial Services Program – 5 FTE Project Management Services Program – 1 FTE (ME) Utilities and General Services Program CBS is included in the accreditation credentials with Public Works Dept.

13. Funding and Budget Facility Services $330K In house staff provides routine maintenance and repair of HVAC systems, electrical systems, carpentry projects utilizing on line work order system. Coordinate with various on call contractors for larger scale projects Snow removal at City Hall and downtown buildings.

14. Funding and Budget Custodial Services $450K In house staff performs daily routine custodial duties at six facilities Responsible for meeting room set ups at City Hall as requested in the work order system Perform light plumbing duties as needed Snow Removal at assigned facilities

15. Funding and Budget Project Management Services $120K City Architect provides PM services for all new City brick and mortar facilities including General Fund departments as well as Parks and Water departments. Services include site selection due diligence, design team selection, design oversight, contractor selection and construction oversight

16. Funding and Budget Utilities and General Services Program $400K Includes budgeting for gas, electrical, water and trash services for general fund departments housed at City Hall. Included amounts for utilities at vacant buildings, downtown restroom and MODOT satellite parking shelter.

17. BERP Program Forecast future costs for renovation or replacement Projects include HVAC, roofing and pavement. BERP has been underfunded for the past 5 years by 75% Healthy fund balance remains on the books

18. Parks Memorandum of Understanding Began in 1998 $55,000 in FY15 Maintain City Hall Landscape Mowing Downtown landscape maintenance

19. Maintenance & Custodial Protocol Maintenance – Don’t touch main electrical switchgear Don’t upgrade control systems. Do utilize on call services Custodial – Don’t do windows above 7 feet. Do utilize on call services

20. Maintenance & Custodial Scheduling

23. Maintenance & Custodial Inventory APWA Best Practice

24. APWA Accreditation Two Chapters Chapter 3 – Occupied Facilities 16 Practices Chapter 16 - Facilities Management 16 Practices 2 Model Practices 16.8 Preventative Maintenance 16.16 Supply Inventories

25. Challenges Aging Infrastructure Economy Stretched Thin Turnover Filling positions Comp Time

26. Questions