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MANAGING FACILITIES COSTS

MANAGING FACILITIES COSTS. PRESENTERS : Sam Todd , Executive Director of Operations Peak to Peak Charter School John Wilcox , Facilities Director, Peak to Peak Charter School Derek Karr , Client Executive, Property & Casualty Charter School Practice Leader HUB International. OBJECTIVE.

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MANAGING FACILITIES COSTS

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  1. MANAGING FACILITIES COSTS PRESENTERS: Sam Todd, Executive Director of Operations Peak to Peak Charter School John Wilcox, Facilities Director, Peak to Peak Charter School Derek Karr, Client Executive, Property & Casualty Charter School Practice Leader HUB International

  2. OBJECTIVE To examine various ways to get more ‘bang for your buck’ with your facilities budget, and look at some best practices in facilities management.

  3. QUESTIONS FOR THOUGHT What are ways to reduce costs or add revenues? Is getting the lowest price always the best option?

  4. TODAY’S AGENDA • Contracted services best practices • ‘Preferred vendors’ vs. lowest cost • In-house employees vs. contracted • Construction owner’s rep • Facilities revenue sources • Facilities advisory committee • Engaging your community • Facilities risk management

  5. CONTRACTED SERVICES • Custodial services • HVAC maintenance • Grounds care • Snow removal • Electrical • Roofing • Plumbing • Pest control • Glass repair/replacement • Property/casualty insurance

  6. PREFERRED VENDOR vs. LOWEST PRICE • Long-term relationship • Trust • Priority preference • Negotiating leverage • Troubleshooting capability • Valued as customer • Smaller firms

  7. UTILITIES COSTS • Seek alternative energy providers • Manage occupancy schedule • Invest in good HVAC controls • Use occupancy sensors • Measure & manage demand • Get utility rebates • Retrofit lighting • Ensure no taxes charged • Track utilities cost/ft2 • E-Rate

  8. CUSTODIAL SERVICES • Contracted Service • PROS: • Less supervision • Deal only with contract mgr • Control costs with contract • CONS: • Less commitment • High turnover • Not part of community In-House Employees PROS: • Sense of community • Ownership/quality of work • Dedication CONS: • More supervision, training • Hiring difficulty • Employee benefits costs

  9. CUSTODIAL BENCHMARKS

  10. CONSTRUCTION OWNER’S REP • Select experienced construction professional • Objectively represents school’s interests with contractors • Can protect from mistakes and save school money

  11. REVENUE SOURCES • Building room rentals • Gymnasium rental • Athletic field rentals • Sponsorship signs

  12. FACILITIES ADVISORY COMMITTEE • Include administrators, board members, parent volunteers • Keep it small • Provide advice, help make decisions on key facilities issues

  13. FACILITIES WEB PAGE • Site plan • Utilities usage/costs • Future building plans • Written communications

  14. FACILITIES RISK MANAGEMENT • Request certificate of insurance from all vendors and parties who use your facility. • Minimum liability limits of $1,000,000 • Umbrella limits of $1,000,000 • Workers Comp limits of $100,000 each accident , $100,000 disease per employee/$500,000 policy limit. • These are Colorado State minimum limits for Workers Comp.

  15. CERTIFICATES OF INSURANCE • Request to be ‘Additional Named Insured’ • Request a ‘Waiver of Subrogation’ • Request a ‘Hold Harmless Agreement’ • Ask your vendor if they do background checks on contracted employees

  16. CHOOSING A CONSTRUCTION COMPANY • Indentify who will carry the Builders Risk during construction • Ask for the company’s safety record and workers comp mod rate • Know the ins and outs of the contract – Mostinsurance does not cover breach of contract!! • Background checks/ immigration status

  17. FACILITIES ADVISORY COMMITTEE • Quarterly facility walk-through • Indentify slip, trip, and fall hazards • Develop a safety culture with safety training– engage the kids too!! • Indentify key maintenance projects • Protect pipes in the Fall • Maintain school grounds, parking lots, and playgrounds • Inspect roof and drainage

  18. SECURITY AND EMERGENCY RESPONSE • Conduct a threat and hazard assessment • General conditions – Do you have a security concern? • Exterior security controls – Good lighting? Shrubbery and plants maintained? • Interior security controls – Can classrooms and other rooms be secured?

  19. SECURITY AND EMERGENCY RESPONSE • Security Hardware Maintenance – Is preventive maintenance done and is the log up to date? • Exterior and interior security cameras – Do cameras cover all areas? • Exterior doors and alarms – Are door controls present? • Security Staffing – Responsibilities indentified with written description? What does your liability become and are you protected?

  20. QUESTIONS? CONTACT INFO: Derek Karr: derek.karr@hubinternational.com John Wilcox: john.wilcox@bvsd.org Sam Todd: sam.todd@bvsd.org

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