Public Works Institute

April 8, 2014

Bob HartnettDeputy Director of Public Works

Steve AldridgeCity Architect

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

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)

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

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

Facilities – City Hall Complex

Facilities – Historic Buildings

Facilities – Transportation

Facilities – Miscellaneous

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

CBS Department Management

Funding and BudgetCentral 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.

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.

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

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

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.

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

Parks Memorandum of Understanding

Began in 1998 $55,000 in FY15 Maintain City Hall Landscape Mowing Downtown landscape maintenance

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

Maintenance & Custodial Scheduling

Maintenance & Custodial Scheduling

Maintenance & Custodial Scheduling

Maintenance & Custodial Inventory

APWA Best Practice

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

Challenges Aging Infrastructure Economy Stretched Thin Turnover Filling positions Comp Time

Questions