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

landscape care, irrigation system maintenance and repair, carpet cleaning, small engine and equipment repair and maintenance, and outside pest control at a low cost. KEY OBJECTIVES: 1. Ensure budgetary, personnel, and purchasing functions comply with County policies and procedures. 2. Provide adequate grounds keeping services to county facilities at a low cost. 3. Ensure the safe operation of all work related equipment. 4. Maintain current service levels in the face of declining resources. PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY11/12 FY12/13 FY13/14 Cost of providing lawn care, pest control, hedging, Input trimming, tree service, parking lot cleaning and landscape $218,531 $221,661 $223,160 irrigation maintenance, and carpet cleaning. Output Grounds maintenance (acres/week) 98.2 107.0 107.0 Efficiency Acres/groundskeeper 32.73 35.67 35.67 Effectiveness Cost per year to maintain (acre/year) $2,252.32 $2,071.60 $2,085.61  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: FACILITIES MAINTENANCE/ BUILDING MAINTENANCE UNIT PROGRAM DESCRIPTION: The core mission of the Building Maintenance Unit is to provide routine and preventative maintenance to county owned and operated buildings 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. EXPENDITURES: Expenditures Budget FY11 FY12 FY13 FY14 Category Actual $ Actual $ Original $ Approved $ Personal Services 1,462,586 1,423,141 1,435,443 1,454,408 Operating Expenses 390,825 349,378 318,091 327,661 Capital Outlay 0 0 0 66,000 Other 0 0 0 0 Total 1,853,411 1,772,519 1,753,534 1,848,069 HISTORICAL STAFFING SUMMARY: Category FY11 FY12 FY13 FY14 Full-time 25 25 25 25 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 25 25 25 25 MAJOR ACCOMPLISHMENTS LAST YEAR: 1. Completed numerous small projects at the new OCCAE building in FWB. 2. Completed remodeling portions of the Crestview courthouse for use by court support services. 3. Successfully completed over 3,700 service requests at more than 80 individual county-owned and leased facilities. 4. Completed sustainable upgrades to over 750 individual devices at county facilities. 5. Successfully completed adding two ADA compliant restrooms in the Tax Collector’s offices at the Brackin building. PROGRAM GOAL: 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, 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. Preserve and protect the counties buildings at a low cost to the taxpayers. 3. Maintain and extend the useful life and utility of assigned county facilities. 4. Reduce overall utility consumption through the promotion and utilization of conservation techniques and the installation of more utility efficient devices. 5. Ensure the safe operation of all work related equipment. PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY11/12 FY12/13 FY13/14 S.F. Jail Maintained 115,111 115,111 115,111 Input Total Cost of FM services to Jail $209,132 $204,445 202,665 All Other County Facilities Maintained (s.f.) 996,802 996,802 996,802 Cost/S.F. to for FM services to Jail $1.82/S.F. $1.78/S.F. 1.76$/S.F. Output Cost of providing routine and preventative maintenance, $1.05 /S.F. $1.05 /S.F. $ 1.05 /S.F. and repairs Efficien Maintenance items completed 98% 98% 98% Projects completed 80% 95% 95% Effectiveness Industry Cost/s.f. Comparison $1.54/$3.25 $1.50/$3.25 $1.50/$3.25 Cost of construction projects $21.50/S.F. $21.50/S.F. $21.50/S.F.  Y-O-Y FACILITY REPAIR EXPENSES ACTUAL EXPENSES INCLUDING CONTRACT SERVICES $250,000 $200,000 $150,000 BUILDING MAINTENANCE EXPENSE $100,000 $50,000 $0 FY07 FY 08 FY 09 FY10 FY11 FY12 Note: The actual amount of funds expended each year is a reflection of the Reduction in the Number of Staff to Perform Building Maintenance Activities combined with the Quantity of Funds Budgeted and Available for building repairs plus the Specific Types of Repairs Being Done in any time period and the Quantity of Capital Construction Projects Being Built in each time period. The same crews that maintain county buildings also build many of the Capital Construction Projects. When they’re doing one, they’re not doing the other.  FACILITIES ADDED OR EXPANDED FROM FY07 TO FY12 • Former F.D.O.T. Property (behind Fleet in Crestview) – 4,500 s.f. • Clerk’s Records Storage Building (Crestview) – 5,000 s.f. • New EOC/Public Safety Building (NWFSC) – 26,000 s.f. • Buddy Brackin Building (Crestview) – 30,000 s.f. • New South Judicial Facility (Ft. Walton Beach) – 84,000 s.f. • Old FWB Hospital (Ft. Walton Beach) – 38,000 s.f. • (added to 13,000 s.f. already maintained) • New Agricultural Extension Building (Crestview) – 9,000 s.f. THAT’S AN ADDITIONAL 195,000 S.F.  ACTUAL MAINTENANCE EXPENSES vs. INCREASES IN SPACE TO MAINTAIN $1,200,000 $1,000,000 BUILDING $800,000 MAINTENANCE EXPENSE $600,000 Sq. Ft. MAINTAINED $400,000 $200,000 $0 FY07 FY 08 FY 09 FY10 FY11 FY12 The Graph Adds The Changes In the Quantity Of Space To Be Maintained And Compares That To The Actual Funds Expended For Maintenance (the blue bars from the previous chart)  STAFFING vs. WORKLOAD 140.0 120.0 Sq. Ft. 100.0 Maintained 80.0 (0000s) 60.0 Maintenance 40.0 Unit Staffing 20.0 0.0 FY 07 FY 08 FY 09 FY10 FY11 FY12 FY13 Total Building Space Maintained Increased 21% Average Quantity of Space Maintained Per Maintenance Unit Staff Member Increased 45% In FY 07 There Were 30 Staff Members In The Building Maintenance Unit, Today There Are Just 25 At The Same Time This Was Occurring, Funding For Operations And Maintenance Declined By More Than 22%  ESTIMATED STATUS BUILDINGS ROOF TYPE AGE OF ROOF ROOF AREA OF ROOF Crestview Courthouse 14,000 BUR Over 20 yrs. Recent leaks Old Crestview Hospital & Manor 32,000 EDPM Black Rubber Aprox. 20 yrs. Active Leaks Purchasing Bldg. 3,000 EDPM Black Rubber Aprox. 20 yrs. Active Leaks N State Attorney 3,000 EDPM Black Rubber Aporx. 10 yrs. Active Leaks Jail 106,000 Shingles Area Aporx. 10 yrs. Active Leaks Jail ( Flat area ) 8,000 EDPM Black Rubber Aprox. 20 yrs. Active Leaks Brackin Bldg. 12,300 BUR Aporx. 10 yrs. Recent leaks N Health Dept 10,000 PVC Aprox. 20 yrs. Recent leaks N Health Dept 13,600 Metal Aprox. 20 yrs. Recent leaks N. Growth Mang. Brookemead 3,400 Metal 15yrs+ Recent leaks N Public Works Front Office Bldg 8,044 Shingles Area 10 yrs.+ Recent leaks N Public Works Metal Office Bldg 3,120 Metal 14 yrs.+ Recent leaks N Public Works Supply Bldg 7,200 Metal 15yrs+ Recent leaks FM storage Units #1 3,750 Metal 15yrs+ Active Leaks Brackin St. Sheriff office 5,620 EDPM Black Rubber 15yrs+ Active Leaks FWB Health Dept. 10,000 PVC