Okaloosa County BOCC — August 6, 2015 — Agenda Packet — reading text

Maintenance Costs $2,000,000.00 $1,500,000.00 $1,000,000.00 Fleet Repair & Maintenance Costs $500,000.00 $- 2008 2009 2010 2011 2012 2013 2014 Projected 2015 Packet Pg. 133  VEHICLE FLEET SIZE: 369 Vehicles  AVERAGE BCC VEHICLE: 2004 with 114,000 miles  OVER 150,000 MILES: 101 Vehicles  OVER 200,000 MILES: 30 Vehicles  BUILT BEFORE 2000: 61 Vehicles Packet Pg. 134  ACCOMPLISHMENTS:  Managed combined county/agency fleet that drives 5.8 million miles per year  Processed 55,378 fuel transactions for 1,028,898 total gallons  Completed 6,732 shop work orders.  Kept average percent of fleet out-of-service at 2.6%  OBJECTIVES:  Keep an aging fleet functional  Maintain percent of fleet down at around 2.2%  Reduce operating costs with infusion of new equipment. Packet Pg. 135  Actual Estimated Proposed Performance Measures FY14 FY15 FY16 Staff Size 20 21 21 Input All Non-Fuel Expenditures (includes salaries & benefits) $2,567,838 $2,601,413 $2,618,631 Fuel and Fuel Tax Expenditures $3,282,472 $2,511,710 $2,978,369 Total Work Orders 6,732 6,556 6,500 Output PM Work Orders 1,202 1,200 1,200 Percent of PM Orders to Total Work Orders 18% 18% 18% Efficiency Average Percent of Fleet Down 2.6% 2.2% 2.1% Percent of Maintenance Revenue from BCC Vehicles and 87% 86% 85% Equipment Effectiveness Maintenance Revenue from Agencies $288,266 $308,733 $330,662 BCC Miles Driven 4,338,229 4,349,000 4,376,953 Packet Pg. 136  Expenditures Budget FY13 FY14 FY15 FY16 FY15/FY16 Increase/ Category Actual Actual Original Approved +/- Decrease Personnel Services $1,104,282 $1,213,221 $1,288,436 $1,315,494 $27,058 2.1% Operating $4,744,766 $4,632,089 $4,892,549 $4,163,986 -$728,563 -14.9% Expenses Capital Outlay $0 $5,000 $113,000 $117,520 $4,520 4.0% Debt Service $0 $0 $0 $0 $0 0% Grants & Aids $0 $0 $0 $0 $0 0% Other Uses $0 $0 $0 $0 $0 0% Total $5,849,048 $5,850,310 $6,293,985 $5,597,000 -$696,985 -11.1% Packet Pg. 137  FY14 FY15 FY16 FY15/FY16 Increase/ Code Category Approved Approved Approved +/- Decrease 10 SALARIES & WAGES $889,899 $940,590 $955,706 $15,116 1.6% 20 BENEFITS $336,336 $347,846 $371,419 $23,573 6.8% 41 COMMUNICATIONS SERVICES $6,600 $5,000 $5,000 $0 0% 42 FREIGHT & POSTAGE $150 $600 $300 -$300 -50.0% 43 UTILITY SERVICES $6,000 $6,000 $6,000 $0 0% 45 RISK MANAGEMENT ALLOCATION $38,455 $42,845 $36,492 -$6,353 -14.8% 46 REPAIR & MAINTENANCE $245,214 $187,200 $193,200 $6,000 3.2% 49 MISCELLANEOUS CHARGES $10,900 $11,100 $9,840 -$1,260 -11.4% 51 OFFICE SUPPLIES $3,400 $4,000 $4,000 $0 0% 52 OPERATING SUPPLIES $4,587,281 $4,631,304 $3,892,903 -$738,401 -15.9% 54 BOOKS/PUBS/SUBS & MEMBERSHIPS $3,000 $3,000 $3,120 $120 4.0% 55 TRAINING & EDUCATION EXPENSES $1,500 $1,500 $1,500 $0 0% 60 CAPITAL OUTLAY $0 $113,000 $117,520 $4,520 4.0% TOTAL $6,128,735 $6,293,985 $5,597,000 -$696,985 -11.1% Packet Pg. 138  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: August 6, 2015 TO: Honorable Chairman and Members of the Board FROM: John Hofstad, County Administrator SUBJECT: Facilities Maintenance The attached documents provide the program based budget and other presentations for the Facilities Maintenance Department. Packet Pg. 139  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: FACILITIES MAINTENANCE PROGRAM DESCRIPTION: The Administrative Services of the Facilities Maintenance Department provides program budget planning and management, work order processing, department level accounting, contract management, payment processing for county facilities utility bills, construction project planning and accounting, purchase order processing, inventory management, a variety of customer service activities, and general support of the department’s other functional units. The Custodial Services of the Facilities Maintenance Department provides daily janitorial services to over 418,000 square feet of county office space, common areas, and restrooms. The Grounds Keeping Unit of the Facilities Maintenance Department provides programmed periodic lawn and landscape care, parking lot and sidewalk cleaning, carpet cleaning, and exterior pest control services for assigned facilities, and small equipment maintenance and repair services for all the functional units of the Facilities Maintenance Department. The core mission of the Building Maintenance Unit is to provide routine and Preventative Maintenance/HVAC/Electrical to county owned and operated buildings/County Jail and to certain leased offices, as proscribed by the terms of the lease, and to provide high-quality, professional, low-cost remodeling services to meet the needs of those who do business in county facilities. REVENUE: Facilities Maintenance is funded within the General Fund. Supporting revenue of the General Fund are ad valorem taxes, communications service tax, local business tax, permits and fees, state shared revenue, charges for services, judgments and fines, miscellaneous revenue and transfers from other funds. MAJOR ACCOMPLISHMENTS LAST YEAR: Ø Received and successfully processed over 1700 individual requests for service. Ø Developed 18 policies and procedures for compliance in the American Public Works Association`, awarded accreditation for 5 years. Ø Provided secure, professional, and reliable custodial services to an annual aggregate of over 90,000,000 square feet of county office space cleaned over the most recent twelve months. Ø Provided daily custodial services to an average of more than 41,000 square feet per day per custodian. Ø Provided regular quality lawn cutting, edging, trimming, hedging, and tree trimming services to over 30 individual locations with around the county. Ø Successfully completed over 2,000 individual equipment repairs and maintenance activities. Ø Successfully completed over 1700 service requests at more than 80 individual county-owned and leased facilities. Ø Completed numerous emergency storm repairs to a variety of county facilities. Ø Remodeled Office Space in the Brackin Building for the Property Appraiser Ø Facilitate new leases with Opp Inc. and Elder Services for space at the Old FWB Hospital. PROGRAM GOAL: Provide quick and efficient processing of all customer service requests. Provide timely processing of all requests for payment from product/service providers. Provide courteous, professional assistance to those who contact the FM department for information and other requests. Afford secure, reliable, and consistent professional custodial services to county facilities at the lowest possible cost to the taxpayers. Offer quality landscape care, irrigation system maintenance and repair, carpet cleaning, small engine and equipment repair and maintenance, and outside pest control at a low cost. Preserve and protect county owned facilities and to provide safe and adequately clean and comfortable county government buildings at a low cost to the taxpayers. Provide pre-approved minor remodeling services to accommodate the operational needs of the various service delivery units occupying county facilities. Provide pre-approved major remodeling, renovation, Packet Pg. 140 and construction services. Provide owner representation and project management on various assigned county construction projects. Maintain the county jail to be in compliance with regulatory requirements. KEY OBJECTIVES: 1. Ensure budgetary, personnel, and purchasing functions comply with County policies and procedures. 2. Continue to improve departmental inventory management to make the most efficient use of county resources. 3. Provide full custodial services to county offices at the lowest possible cost. 4. Provide adequate grounds keeping services to county facilities at a low cost. 5. Maintain and extend the useful life and utility of assigned county facilities 6. Ensure the safe operation of all work related equipment PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY13/14 FY14/15 FY15/16 Jail Maintenance (S.F) 115,111 115,111 115,111 All County Facilities Maintenance (S.F.) 996,802 996,802 1,060,302 Input County Facility Grounds Maintenance (acres/week) Lawn 107 107 107