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Budget Hearings - Facilities Services Kyle Owen March 21, 2013

Budget Hearings - Facilities Services Kyle Owen March 21, 2013. Presentation Outline:. Mission Statement Budget/Funding Sources Departments/Activities Statistics Deferred Maintenance Cost Savings Efforts Opportunities for Improvement Questions?. Facilities Services.

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Budget Hearings - Facilities Services Kyle Owen March 21, 2013

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  1. Budget Hearings - Facilities Services Kyle Owen March 21, 2013
  2. Presentation Outline: Mission Statement Budget/Funding Sources Departments/Activities Statistics Deferred Maintenance Cost Savings Efforts Opportunities for Improvement Questions?
  3. Facilities Services Mission Statement: Facilities Services is dedicated to providing an excellent physical environment and high quality customer service, in support of the university’s goal of educational excellence.
  4. II. Budget/Funding Sources
  5. Budget/Funding Sources: M&O Budget, FY13
  6. Budget/Funding Sources: Salaries, FY13 Only $198,678 funded
  7. III. Departments/Activities
  8. Departments/Activities: Administrative: Department head (1 person). Budgets, credit card reviews, requisitions, WOs, fleet reservations, departmental billings, utility purchases, workman’s comp (2). Time sheets, personnel records/PTFs, receptionist (1). Construction oversight, THECB space reporting, safety consulting (1). Construction inspection; funded with project money (1).
  9. Departments/Activities: Crafts: Carpentry Shop (3.6). Custodial (38). Electrical Shop (3). Fleet (1.4; 2 budgeted for FY13). Grounds (13). Lock Shop (1). Paint Shop (3).
  10. Departments/Activities: Utilities/Central Plant Supervisor (1). Assistant supervisor/administrator (1). A/C repair (2). HVAC controls, fire alarms, some card access repair (2). Plumbing (2). Daytime operator/testing technician (1). 24-7 plant operations oversight (4). Student workers in Grounds, Custodial, Administration (12.5 @ 9 mo., 9 @ 3 mo.). * Facilities’ staff maintains, no new construction.
  11. IV. Statistics
  12. Statistics: Work Orders
  13. Statistics: Customer Service
  14. Statistics: WO Backlog
  15. Statistics: P-Card, Warehouse:
  16. Workers Comp Claims Filed:
  17. Workers Comp Costs: FY12 claims cost not available
  18. V. Deferred Maintenance
  19. Budget/Funding Sources:
  20. Deferred Maintenance: The Deferred Maintenance Process… Facilities condition walk-thru audits conducted weekly in all buildings from Apr. ‘11 through Jan. ‘12. Audit of 1-2 buildings conducted once a month beginning Dec. ‘12. Database contains list of deferred maintenance items (~550). Supervisors/management prioritize list every summer. Facilities works list (20-30/yr) as funds are available.
  21. Deferred Maintenance: Database Sample Italics=alternate funding source
  22. Deferred Maintenance: Infrastructure evaluations are ongoing such as the parking lot assessment from Dec. ’12:
  23. Deferred Maintenance: HEAF funds cannot be used for Auxiliary areas (47% of the GSF). CCIV<5% is acceptable to THECB (formula change in 2012).
  24. Deferred Maintenance: Project funds (Ligon, CSC) resolved $1.8 MM of auxiliary DM issues. Should not rely on such “bailouts” in future. Recommend spending an additional ~$100k/year on auxiliary DM issues in the future.
  25. VI. Cost Reduction Efforts
  26. More With Less: Grounds Increased areas of responsibilities for Grounds in last 6 years: RedwineRec Center Sundance SIMS Center Fain Instrumental Music Hall (old band hall demo’d) Mustang Park 3311 Taft 2.3 Acres south of Museum Christ Academy Grounds FTE changes in last 6 years = +1
  27. More With Less: Custodial Properties added in last 6 years: Redwine = 47,000 GSF SIMS Center = 15,000 GSF Custodial FTE changes in last 6 years = -0.5 2007: GSF (890,557) /Custodial FTE = 25,086 2013: GSF (940,453) /Custodial FTE = 26,870 (+6.6%)
  28. Cost Effective Efforts: Review of staffing requirement using Association of Physical Plant Administrators (APPA) data. APPA levels of attention ratings for Grounds: I=High traffic urban areas. Mow every 1-3 days. II=Well-developed public areas, campuses. Mow 1X/wk. (MSU) III=Moderate-low levels of development or visitation. Mow every 2 weeks. IV=Moderately low level maintenance, budget restrictions. Mow as-needed. V=Minimum-level maintenance. Mow as-needed. VI=Natural area that is not developed. No mowing.
  29. Cost Effective Efforts: APPA levels of attention ratings for Custodial: I=Orderly spotlessness. II=Ordinary tidiness. (MSU) III=Casual attention. IV=Moderately dinginess. V=Unkempt neglect.
  30. Cost Effective Efforts: MSU at level II (“high level”). Grounds: Using AutoCAD, totaled areas for: mowing, shrubs, flower beds, athletic fields.
  31. Sample AutoCAD Review: Grass/Mow Areas Shrubs
  32. Grounds APPA Review:
  33. Cost Effective Efforts: 2. Custodial staffing vs. APPA data Used THECB space data. Sorted all 2,180 rooms using APPA’s categories. Summed GSF data into each category. Totaled all custodial work order labor hours.
  34. Custodial APPA Review:
  35. Enterprise Conversion Analysis:
  36. Enterprise Conversion Savings: Savings from Enterprise conversion is minimal. Primary savings is elimination of one FTE at a savings of $45k/year.
  37. Utility Savings: Negotiated new electricity contract with Purchasing: Rate through 5/31/13: $0.06168/kWh. New rate (4 years): $0.05220/kWh. 15.4% decrease. Estimated yearly savings is $125,000. Plus: $25k discount for first (6/2013) and last (5/2017) month’s bills.
  38. VII. Opportunities for Improvement
  39. Opportunities for Improvement: Increase salaries of Grounds and Custodial. Issues include: High turnover, particularly in Grounds. Low quality of applicants. Applicants typically take other jobs before we issue an offer. No increase when minimum wage increased $0.70/hr in 2009. Starting salary for Grounds is $8.31/hour and Custodial is $8.09/hour which has been the same since 2009. Increased responsibilities, particularly for Grounds.
  40. Opportunities for Improvement: Is Fleet a 1 or 2 person shop? Still evaluating. Carpentry Shop staffing: Nov. ‘12=3 Dec. ‘12=2 (carpenter training as backup mechanic) Apr. ‘13=2.6? (carpenter 60% time, mechanic 40% time) Sept. ‘13=1? (lose 1 due to VSP, mechanic full time?) May ‘14=2.6 (re-hire 1) Carpentry Shop backlog and response time will increase over next ~14 months.
  41. Opportunities for Improvement: 4. Increase funding for auxiliary deferred maintenance. 5. Facilities’ emergency management responsibilities not clearly understood. Facilities Services’ perspective: Provide physical resources during a crisis. Provide consulting services (by Rich).
  42. Facilities Services: VIII. Questions?
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