Okaloosa County BOCC — July 29, 2014 — FM - FY '15 Budget Presentation - July 29 2014 — reading text

FACILITIES MAINTENANCE FY ’15 BUDGET REQUEST  SUMMARY • THE FY ’15 FACILITIES MAINTENANCE BUDGET REQUEST INCLUDES THE FOLLOWING: – TOTAL FUNDING OF $3,230,683 – THIS REPRESENTS AN INCREASE OF ABOUT $250,000 OR 8.4% OVER 2014  SUMMARY • THE INCREASE IS MADE UP LARGELY OF: – 3 ADDITIONAL STAFF POSITIONS – A SUBSTANTIAL LIST OF MAJOR MAINTENANCE PROJECTS – MARKET INCREASES IN THE GOODS AND SERVICES FM PURCHASES – ONE REPLACEMENT VEHICLE  SERVICE AREA INCREASES TOTAL SERVICE AREA 1,400,000 T O T 1,200,000 A L S Q 1,000,000 A R F 800,000 E T A 600,000 I N 400,000 200,000 0 2 2 2 2 2 2 2 2 2 2 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1 1 1 1 1 1 6 7 8 9 0 1 2 3 4 5 6 FISCAL YEAR  ADDITIONAL STAFF 1 NEW CUSTODIAN & 2 NEW STRUCTURAL STAFF  ADDITIONAL STAFF FM HISTORICAL STAFFING LEVELS (All full-time positions) FY '06 FY '07 FY '08 FY '09 FY '10 FY ' 11 FY '12 FY '13 FY '14 FY '15 ADMINISTRATIVE UNIT 5 5 5 4 4 4 4 4 4 4 BUILDING MAINTENANCE UNIT 25 30 30 27 27 25 25 25 25 27 CUSTODIAL SERVICES UNIT 11 2/3 11 2/3 11 2/3 10 2/3 10 2/3 10 2/3 10 2/3 10 2/3 10 2/3 11 2/3 GROUNDS KEEPING UNIT 4 1/3 4 1/3 4 1/3 4 1/3 4 1/3 4 1/3 4 1/3 4 1/3 4 1/3 4 1/3 DEPARTMENT TOTAL STAFFING 46 51 51 46 46 44 44 44 44 47 ADDITIONAL STAFF – CUSTODIAN FM CUSTODIAN SERVICE AREA GROWTH 600,000 T O 500,000 T A L 400,000 A R E 300,000 A C 200,000 L E A 100,000 N E D 0 2 2 2 2 2 2 2 2 2 2 2 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1 1 1 1 1 1 5 6 7 8 9 0 1 2 3 4 5 6 FISCAL YEAR ADDITIONAL STAFF – CUSTODIAN THE INDUSTRY STANDARD FOR A PROFESSIONAL CUSTODIAN IS CLEANING 12,000 SQ. FT./SHIFT IF AN AVERAGE HOUSE IS ABOUT 1,500 SQ. FT., THEN A PROFESSIONAL CUSTODIAN WOULD NEED TO CLEAN 8 HOUSES/SHIFT ADDITIONAL STAFF – CUSTODIAN EACH FM CUSTODIAN IS RESPONSIBLE FOR ALMOST 41,000/SHIFT THAT’S ABOUT 28 OF THESE HOUSES/SHIFT ADDITIONAL STAFF – CUSTODIAN TO PUT IT ANOTHER WAY: IF YOU LIVE IN A NEIGHBORHOOD OF THESE AVERAGE HOUSES, AN FM CUSTODIAN CLEANS YOUR HOUSE AND EVERY HOUSE ON YOUR BLOCK AND EVERY HOUSE ON EVERY BLOCK FOR 7 BLOCKS AND DOES IT EVERYDAY. X7 ADDITIONAL STAFF – CUSTODIAN FM CUSTODIAN SERVICE AREA GROWTH 600,000 T O 500,000 T A L 400,000 A R E 300,000 A C 200,000 L E A 100,000 N E D 0 2 2 2 2 2 2 2 2 2 2 2 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1 1 1 1 1 1 5 6 7 8 9 0 1 2 3 4 5 6 FISCAL YEAR  ADDITIONAL STAFF – CUSTODIAN • THE STEEP INCREASE IN AREA IN FY ’16 IS DUE TO THE COMPLETION OF THE NEW OKALOOSA COUNTY ADMINISTATION BUILDING IN SHALIMAR. • THIS WILL ADD OVER 63,000 sq. ft. TO THE COUNTY’S FACILITIES PROTFOLIO AND TO THE CUSTODIANS’ AREA OF RESPONSIBILITY. • THE GRAPH (BELOW) ASSUMES THAT ONE CUSTODIAN WILL BE ADDED IN FY ‘15 AND 2 MORE CUSTODIANS WILL BE ADDED IN FY ‘16. ADDITIONAL STAFF – CUSTODIAN AVERAGE SERVICE AREA/CUSTODIAN 45,000 A V 40,000 E R P 35,000 A E G R 30,000 E C A U 25,000 R S E T 20,000 A O D 15,000 C I L A E N 10,000 A N 5,000 E D 0 2 2 2 2 2 2 2 2 2 2 2 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1 1 1 1 1 1 5 6 7 8 9 0 1 2 3 4 5 6  ADDITIONAL STAFF – PEST CONTROL • FM’s Pest Control Specialist position was eliminated a few years ago due to budget cuts. • Our former Pest Control Specialist was still working for FM as a carpenter, so we were able to continue to provide the service … for a while. • I advised the County Administrator when the position was eliminated that we would have to bring the position back when the time came.  ADDITIONAL STAFF – PEST CONTROL • That time has come. The staff member who currently provides the service is retiring at the end of this calendar year. • The pest control service can be outsourced. – The last time we put the work out for quotes, the lowest price was over $90,000/year ++. • The service can be provided internally for less than $40,000/year.  ADDITIONAL STAFF – BUILDING SUPERINTENDENT • With broad-based building maintenance skills, this position will be staged at the south courthouse. • When the new OC Administration Building is completed, the Building Superintendent will be primarily responsible for the south courthouse and the OC Administration Building. • This new position will free up current HVAC staff to attend to their core responsibilities and will be available to provide back-up at other facilities as needed.  ADDITIONAL STAFF THE ADDITIONAL STAFF POSITIONS MAKE UP JUST UNDER ½ OF THE BUDGET INCREASE REQUESTED FOR FY ‘15  MAJOR MAINTENANCE PROJECTS • THE DEFINITION FM USES FOR A MAJOR MAINTENANCE PROJECT IS A MAINTENANCE ITEM THAT IS ESTIMATED TO COST OVER $1000 IN MATERIALS OR SERVICES TO COMPLETE. • THE EXACT QUANTITY OF MAJOR MAINTENANCE PROJECTS VARIES WIDELY FROM YEAR-TO-YEAR. • THE FY ‘14 BUDGET FOR THIS LINE ITEM WAS $16,400  MAJOR MAINTENANCE PROJECTS • THE TOTAL AMOUNT REQUESTED FOR THE 15 MAJOR MAINTENANCE PROJECTS FOR FY ‘15 IS $78,500. • INCLUDED ON THE LIST OF PROJECTS IS:  MAJOR MAINTENANCE PROJECTS • ROOF COATING MATERIALS FOR VARIOUS COUNTY BUILDINGS. • SCHEDULED LAMP REPLACEMENTS FOR THE UVC LIGHT PROGRAM. • X-RAY MACHINE AND SECURITY CAMERA INSPECTION AND MAINTENANCE AT COUNTY COURTHOUSES. • SECURITY DEVICE REPLACEMENT, EXPANSION, AND MAINTENANCE. • AND A VARIETY OF SIMILAR ITEMS.  FM FY ‘15 BUDGET REQUEST • THE BULK OF THE REMAINDER OF THE INCREASE IN THE BUDGET REQUEST IS TO FUND MARKET INCREASES IN COST OF THE GOODS AND SERVICES THAT THE FACILITIES DEPARTMENT PURCHASES. I’M NOT QUITE THROUGH YET, BUT LET’S PAUSE FOR: QUESTIONS?  SPECIAL REQUEST • RECENTLY, THE HEALTH DEPARTMENT MADE A REQUEST THAT FM PROVIDE CUSTODIAL SERVICES FOR ALL THREE OF THEIR FACILITIES. • THE HEALTH DEPARTMENT CURRENTLY OUTSOURCES THEIR CUSTODIAL SERVICES. • THE COUNTY PAYS A PORTION OF THE CONTRACT AND THE STATE PAYS A PORTION. • THIS WILL ADD OVER 66,000 sq. ft. TO THE CUSTODIANS’ AREA OF RESPONSIBILITY.  SPECIAL REQUEST • IF THE BOARD APPROVES THIS REQUEST, THE BOARD WILL NEED TO APPROVE FUNDING: – FOR 2 CUSTODIAN POSITIONS – ADD $7,000 TO FM JANITORIAL SUPPLIES – ADD $1000 TO GENERAL GOVERNMENT EQUIPMENT FOR ADDITIONAL CUSTODIAL EQUIPMENT – AND AUTHORIZE FLEET TO TRANSFER AN ADDITIONAL VEHICLE TO FM.  SPECIAL REQUEST • SERVICE COST BREAKDOWN – Payroll Expense = $64,171 – Equipment = $ 1,000 – Supplies = $ 7,000 – Vehicle Fuel & Maint. = $ 1,829 »TOTAL $74,000