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Public Works Institute

Public Works Institute. April 8, 2014 Bob Hartnett Deputy Director of Public Works Steve Aldridge City Architect. Agenda. History Facilities and Grounds Summary Funding and Budget Building and Equipment Replacement Program (BERP) Parks MOU Maintenance & Custodial Protocol

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Public Works Institute

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  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 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.

  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

  21. Maintenance & Custodial Scheduling

  22. 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

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