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

care, Landscape irrigation, trimming, edging Total Work Orders Processed 3767 3500 1700 Number of Full time Equivalents FM/Jail (FTE’s) 48 48 51 Custodial work provided to offices (S.F.) 418,386 418,386 481,886 Output Acres per Groundskeeper per week 35.67 35.67 35.67 Total Work Orders Closed 3767 4000 1700 Work orders completed 99% 100% 100% Equipment Repair work orders (lawn mowers, vacuum Efficiency 400 cleaners, edger, pole saw, buffers, sweepers) S.F. cleaned/custodian 41,839 S.F 41,839 S.F 34,420 S.F. Work Orders Percent Complete 99% 100% 100% Effectiveness Work performed without downtime (Grounds keeping) 98% Maintenance Items completed 98% 95% 95% Total Work Orders completed on time 99% 100% 96% Packet Pg. 141 HISTORICAL STAFFING SUMMARY: Category FY13 FY14 FY15 FY16 Full-time Administrative & Support 20 20 20 22 Full-time Management & Professional 1 1 1 1 Full-time Operations & Trades 27 27 27 28 Total 48 48 48 51 EXPENDITURES: Expenditures Budget FY13 FY14 FY15 FY16 FY15/FY16 Increase/ Category Actual Actual Original Approved +/- Decrease Personnel Services $2,173,838 $2,246,815 $2,503,888 $2,563,523 $59,635 2.4% Operating Expenses $657,753 $634,586 $703,749 $823,444 $119,695 17.0% Capital Outlay $0 $65,713 $46,100 $50,700 $4,600 10.0% 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 $2,831,591 $2,947,114 $3,253,737 $3,437,667 $183,930 5.7% ACCOUNTS: FY14 FY15 FY16 FY15/FY16 Increase/ Code Category Approved Approved Approved +/- Decrease 10 SALARIES & WAGES $1,638,442 $1,755,478 $1,754,327 -$1,151 -0.1% Due to losing higher level director/supervisors 20 BENEFITS $676,428 $748,410 $809,196 $60,786 8.1% Increase due to all employees on County Health Insurance 31 PROFESSIONAL SERVICES $0 $0 $2,250 $2,250 0% New line item added Hepatitis B shots for our custodians 34 CONTRACT SERVICES $0 $5,000 $10,000 $5,000 100% Added more for temporary labor 40 TRAVEL & PER DIEM $0 $0 $150 $150 0% 41 COMMUNICATIONS SERVICES $4,475 $4,475 $10,850 $6,375 142.5% Added 15 new phone lines for safety purposes for employees 42 FREIGHT & POSTAGE $0 $100 $250 $150 150.0% 43 UTILITY SERVICES $2,000 $2,000 $2,500 $500 25.0% 45 RISK MANAGEMENT ALLOCATION $52,887 $58,500 $61,844 $3,344 5.7% Property Insurance reallocation 46 REPAIR & MAINTENANCE $369,137 $457,315 $502,098 $44,783 9.8% Elevator contract for new building/HVAC increase for new units/new line item irrigation repair for pumps, motors, sprinkler heads 47 PRINTING & BINDING $100 $100 $150 $50 50.0% 49 MISCELLANEOUS CHARGES $1,175 $1,984 $2,250 $266 13.4% 51 OFFICE SUPPLIES $2,800 $2,800 $3,200 $400 14.3% 52 OPERATING SUPPLIES $165,236 $169,297 $223,402 $54,105 32.0% Packet Pg. 142  Added safety supplies for 51 steel toed boots/ new tools vacuums, buffers, drills concrete equipment, mechanical and electrical tools 54 BOOKS/PUBS/SUBS & MEMBERSHIPS $678 $678 $1,500 $822 121.2% 55 TRAINING & EDUCATION EXPENSES $900 $1,500 $3,000 $1,500 100.0% Added more for training and classes, turf grass class, pesticide management, CDL/Trade Licenses 60 CAPITAL OUTLAY $66,000 $46,100 $50,700 $4,600 10.0% Added two vehicles and new equipment (bumper crane, electrical tool cutter and crimper, covered utility trailers, lawn mower, power threading machine) TOTAL $2,980,258 $3,253,737 $3,437,667 $183,930 5.7% Packet Pg. 143 Packet Pg. 144  THE FY ’16 FACILITIES MAINTENANCE BUDGET REQUESTS INCLUDE THE FOLLOWING:  TOTAL FUNDING OF $3,415,015  THIS REPRESENTS AN INCREASE OF ABOUT $183,930 OR 5.7% OVER 2015 Packet Pg. 145  THE INCREASE IS MADE UP OF: - Facility Maintenance General Supplies - Paint, Light Bulbs, Ballasts, Concrete, Blocks, General Building Materials - Janitorial Supplies - Additional Sq Ft at the new Administration Building - Replacement of Tools and Small Implements - Vacuums, Buffers, Hand Tools, Drills, Concrete Tools, Saws - New Equipment - Lawn mower, Utility Trailer, Electrical Tool Cutter, 2 Replacement Vehicles Packet Pg. 146  FM HISTORICAL STAFFING LEVELS (All full-time positions) FY '07 FY’08-13 FY '14 FY '15 FY’16 ADMINISTRATIVE UNIT 5 … 4 4 4 BUILDING MAINTENANCE UNIT 30 … 25 27 28 CUSTODIAL SERVICES UNIT 11 2/3 … 10 2/3 12 2/3 15 2/3 GROUNDS KEEPING UNIT 4 1/3 … 4 1/3 4 1/3 3 1/3 DEPARTMENT TOTAL STAFFING 51 … 44 47 51 Packet Pg. 147  THE INDUSTRY STANDARD FOR A PROFESSIONAL CUSTODIAN IS TO CLEAN 12,000 SQ. FT./ SHIFT  IN FY15 WE ADDED APPROXIMATELY 66,000 SQ.FT. OF AREA TO BE CLEANED  IN FY16 THE NEW SHALIMAR ADMINISTRATION COMPLEX WILL ADD ANOTHER 63,500 SQ. FT.  IN FY16 FACILITY MAINTENANCE WILL PROVIDE CUSTODIAL SERVICE FOR APPROXIMATELY 550,000 SQ. FT. UTILIZING A STAFF OF ONLY 15 EMPLOYEES  EACH CUSTODIAN WILL BE RESPONSIBLE FOR 37,000 SQ.FT. 3 TIMES MORE THAN THE INDUSTRY STANDARD Packet Pg. 148  Office Area Serviced per Night # of Custodians Buildings in SqFt Per Custodian 547,886 484,386 418,386 418,386 347,186 292,686 29,269 34,719 41,839 41,839 40,366 36,526 10 10 10 10 12 15 FY 10/11 FY 11/12 FY12/13 FY 13/14 FY 14/15 Projected Grounds Acreage Area Serviced per Week Grounds Acerage Per Groundskeeper 107 107 107 107 98.2 83.5 32.73 35.67 35.67 35.67 35.67 27.83 FY 10/11 FY 11/12 FY12/13 FY 13/14 FY 14/15 Projected Packet Pg. 149  FACILITY MAINTENANCE IS RESPONSIBLE FOR THE MAINTENANCE OF COUNTY OWNED STRUCTURES.  FM IS RESPONSIBLE FOR ALL ELECTRICAL, STRUCTURAL, HVAC, AND PLUMBING REPAIRS AND IMPROVEMENTS.  THE MAINTENANCE DIVISION IS RESPONSIBLE FOR 1,100,000 SQ. FT. OF COUNTY FACILITIES EXCLUSIVE OF THE JAIL.  IN FY16, THE NEW ADMINISTRATION BUILDING WILL ADD 63,500 SQ. FT. (ON A LIMITED BASIS SUBJECT TO WARRANTY PERIOD)  IN ADDITION, FM IS RESPONSIBLE FOR 115,000 SQ. FT. OF THE COUNTY JAIL.  TOTAL SQ. FT. OF BUILDING MAINTENANCE IS 1,250,000 SQ.FT. UTILIZING A STAFF OF 28 EMPLOYEES. Packet Pg. 150  Total Building Area Maintained 1,400,000 1,200,000 1,000,000 Square Footage 800,000 600,000 400,000