Okaloosa County BOCC — 2013 meeting #1143 (date undetermined) — 2-11 Facility Maintenance — reading text

FACILITY MAINTENANCE FY14 BUDGET  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: FACILITIES MAINTENANCE/ ADMINISTRATIVE SERVICES UNIT PROGRAM DESCRIPTION: The Administrative Services Unit 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. 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. EXPENDITURES: Expenditures Budget FY11 FY12 FY13 FY14 Category Actual $ Actual $ Original $ Approved $ Personal Services 265,421 261,363 261,228 276,629 Operating Expenses 167,128 182,237 183,195 182,148 Capital Outlay 0 0 0 0 Other 0 0 0 0 Total 432,549 443,600 444,422 458,777 HISTORICAL STAFFING SUMMARY: Category FY11 FY12 FY13 FY14 Full-time 4 4 4 4 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 4 4 4 4 MAJOR ACCOMPLISHMENTS LAST YEAR:  Received and successfully processed over 1700 individual requests for service.  Successfully implemented sustainable facility modifications which are resulting in over $95,000/year in utilities savings.  Reconfigured service delivery processes to provide services to over 1,000,000 s.f. of county buildings without adding staff. 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. Protect the assets in the care of the Facilities Maintenance Department. Ensure the proper and timely accounting for all departmental transactions. KEY OBJECTIVES: 1. Improve work order processing and tracking through improved processes. 2. Ensure budgetary, personnel, and purchasing functions comply with County policies and procedures. 3. Continue to improve departmental inventory management to make the most efficient use of county resources. 4. Maintain service levels in the face of declining resources. 5. Implement sustainable initiatives to reduce utilities consumption in all non-enterprise county facilities by 2%-5% by the end of the fiscal year. PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY11/12 FY12/13 FY13/14 Input Total Work Orders Processed 3767 3500 4000 Output Total Work Orders Closed 3767 4000 4000 Efficiency Percent Completion 99% 100% 100% Effectiveness Customer Satisfaction with work order time-to-completion 99% 100% 100%  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: FACILITIES MAINTENANCE/ CUSTODIAL SERVICES PROGRAM DESCRIPTION: The Custodial Services Unit of the Facilities Maintenance Department provides daily janitorial services to over 418,000 square feet of county office space, common areas, and restrooms. 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. EXPENDITURES: Expenditures Budget FY11 FY12 FY13 FY14 Category Actual $ Actual $ Original $ Approved $ Personal Services 386,577 390,810 394,299 395,531 Operating Expenses 50,969 58,810 59,967 60,691 Capital Outlay 0 0 0 0 Other 0 0 0 0 Total 437,546 449,620 454,266 456,222 HISTORICAL STAFFING SUMMARY: Category FY11 FY12 FY13 FY14 Full-time 10.67 10.67 10.67 10.67 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 10.67 10.67 10.67 10.67 MAJOR ACCOMPLISHMENTS LAST YEAR:  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.  Provided professional daily custodial services to over 35 individual locations with only ten staff.  Provided daily custodial services to an average of more than 41,000 s.f. per day per custodian. PROGRAM GOAL: Provide secure, reliable, and consistent professional custodial services to county facilities at the lowest possible cost to the taxpayers. KEY OBJECTIVES: 1. Ensure budgetary, personnel, and purchasing functions comply with County policies and procedures. 2. Provide adequate custodial services to county offices at the lowest possible cost. 3. Maintain service levels in the face of declining resources. PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY11/12 FY12/13 FY13/14 Input Cost of Services $449,620 $454,266 $453,149 Output S.F. of offices provided Custodial Service 347,186 418,386 418,386 Efficiency S.F. cleaned/custodian 34,719 S.F. 41,839 S.F. 41,839 S.F. Effectiveness Cost/S.F. (per year) $1.29 $1.09 $1.08 LET ME GIVE YOU A SENSE OF WHAT OUR CUSTODIANS MUST DO EACH SHIFT. FOR THE PURPOSES OF THIS DISCUSSION, WE’LL SAY THAT THE AVERAGE HOUSE IN OKALOOSA COUNTY IS ABOUT 1500 S.F. THAT’S ONE OF THESE …  ABOUT 12,000 S.F./DAY/ CUSTODIAN IS GENERALLY CONSIDERED IN THE INDUSTRY A STANDARD AVERAGE DAILY WORKLOAD FOR A FULLTIME CUSTODIAN TO ACHIEVE A THROROUGH STANDARD CLEANING SO, A CUSTODIAN WHO’S WORKLOAD FOLLOWED THE INDUSTRY STANDARD WOULD CLEAN 8 HOUSES, OR ABOUT -1- PER HOUR. OUR CUSTODIANS CLEAN … 28 HOUSES, OR ABOUT 41,000 S.F./DAY  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: FACILITIES MAINTENANCE/ GROUNDS KEEPING UNIT PROGRAM DESCRIPTION: 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. 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. EXPENDITURES: Expenditures Budget FY11 FY12 FY13 FY14 Category Actual $ Actual $ Original $ Approved $ Personal Services 193,633 190,597 195,020 195,821 Operating Expenses 23,739 27,934 26,641 28,888 Capital Outlay 0 0 0 0 Other 0 0 0 0 Total 217,362 218,531 221,661 224,709 HISTORICAL STAFFING SUMMARY: Category FY11 FY12 FY13 FY14 Full-time 4.33 4.33 4.33 4.33 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 4.33 4.33 4.33 4.33 MAJOR ACCOMPLISHMENTS LAST YEAR: 1. Provided regular quality lawn cutting, edging, trimming, hedging, and tree trimming services to over 30 individual locations with around the county. 2. Professionally maintained over 35 individual parking areas at county facilities throughout the county. 3. Cleaned over 200,000 square feet of carpet in county facilities. 4. Successfully completed over 2,000 individual equipment repairs and maintenance activities. 5. Successfully operated and maintained several complex landscape irrigation systems at county facilities. 6. Treated the grounds for insect and pest control at more than 37 county facilities PROGRAM GOAL: To provide quality