Budget Hearings - Facilities Services Kyle Owen March 21, 2013.

Budget Hearings - Facilities Services

Kyle Owen

March 21, 2013

Presentation Outline:

I. Mission Statement

II. Budget/Funding Sources

III. Departments/Activities

IV. Statistics

V. Deferred Maintenance

VI. Cost Savings Efforts

VII. Opportunities for Improvement

VIII. Questions?

Facilities Services

• Mission Statement:

Facilities Services is dedicated to providing an excellent physical environment and high quality customer service, in support of the university’s goal of educational excellence.

II. Budget/Funding Sources

Budget/Funding Sources:

23305 3300 Shuttle Services Mustang Shuttle $37,73023308 3300 Safety Fire alarms & extinguishers,

hazardous waste, medical, gas inspections, safety clothing

$35,530

23310 3300 Bus Services Maint. & insur for buses & motor pool

$43,831

23311 3300 General Remodel & Repair

South campus maintenance $50,000

23313 3300 Facilities Services $181k of total=uniforms, auto insur, pest control, fuel, chemicals, elevators

$505,500

23315 3300 Auxillary Maint (budgeted revenue)

-$72,000

23318 3300 Christ Academy $6,00011000 13306 Purchased Utilities Electricity, gas, water $2,000,000

$2,606,591

M&O Budget, FY13

Budget/Funding Sources:

11000 13300 Administration $197,85323313 3300 Administration $178,39311000 13301 Vehicles $97,54011000 13303 Building Maintenance $503,47711000 13304 Custodial $1,081,60811000 13305 Grounds $429,75611000 13307 Utility Maintenance $493,00823308 3300 Safety $5,00023313 3300 Student Salaries $70,05023315 3300 Auxillary Maint. Salaries $270,678

$3,327,363

Salaries, FY13

Only $198,678 funded

III. Departments/Activities

Departments/Activities:

• Administrative:

o Department head (1 person).

o Budgets, credit card reviews, requisitions, WOs, fleet reservations, departmental billings, utility purchases, workman’s comp (2).

o Time sheets, personnel records/PTFs, receptionist (1).

o Construction oversight, THECB space reporting, safety consulting (1).

o Construction inspection; funded with project money (1).

Departments/Activities:

• Crafts:

o Carpentry Shop (3.6).

o Custodial (38).

o Electrical Shop (3).

o Fleet (1.4; 2 budgeted for FY13).

o Grounds (13).

o Lock Shop (1).

o Paint Shop (3).

Departments/Activities:

• Utilities/Central Plant

o Supervisor (1).

o Assistant supervisor/administrator (1).

o A/C repair (2).

o HVAC controls, fire alarms, some card access repair (2).

o Plumbing (2).

o Daytime operator/testing technician (1).

o 24-7 plant operations oversight (4).

• Student workers in Grounds, Custodial, Administration (12.5 @ 9 mo., 9 @ 3 mo.).

* Facilities’ staff maintains, no new construction.

IV. Statistics

Statistics: Work Orders

FY10 FY11 FY125,500

5,600

5,700

5,800

5,900

6,000

6,100

6,200

6,300

Total Work Orders Vs. FTEs

Total FTEsWork Orders Completed

87.5

83

82 Increase due to more effi-ciency such as splitting of crews (carpenters); report-ing of time improvement.

Statistics: Customer Service

FY10 FY11 FY1290

91

92

93

94

95

96

97

98

99

100

Customer Survey Results Consistently High (Excellent + Good Reviews)

QualityTimelinessCourtesySatisfactory Completion

Statistics: WO Backlog

Feb Apr Jun

Aug

Oct

Dec '1

1Feb

April

June

Augus

tOct

Dec '1

20

20

40

60

80

100

120

140

WO QTY PENDING, ALL SHOPS: FY11, FY12, & FY13

Grounds Electrical Central PlantCarpentry

Statistics: P-Card, Warehouse:

FY10 FY11 FY12 FY13 YTD$0

$50,000

$100,000

$150,000

$200,000

$250,000

Facilities' Credit Card, Warehouse Charges

Credit CardWarehouse

Writing POs instead of P-card

Workers Comp Claims Filed:

FY08 FY09 FY10 FY11 FY12 -

5

10

15

20

25

30

35

Campus TotalFacilities

Workers Comp Costs:

FY08 FY09 FY10 FY11 FY12 $-

$20,000

$40,000

$60,000

$80,000

$100,000

$120,000

$140,000

$160,000

Premium Assessed Paid by MSUClaims Cost - Paid by SORM

FY12 claims cost not available

V. Deferred Maintenance

Budget/Funding Sources:

FY11 FY12 FY13 800,000

850,000

900,000

950,000

1,000,000

1,050,000

1,100,000

1,150,000

1,200,000

1,250,000

11110-13350, HEAF

Deferred Maintenance:

The Deferred Maintenance Process…

• Facilities condition walk-thru audits conducted weekly in all buildings from Apr. ‘11 through Jan. ‘12.

• Audit of 1-2 buildings conducted once a month beginning Dec. ‘12.

• Database contains list of deferred maintenance items (~550).

• Supervisors/management prioritize list every summer.

• Facilities works list (20-30/yr) as funds are available.

Deferred Maintenance:

Building Comments Expenditure $ PriorityFACILITIES HEAF EXPENSES TOTAL

DEFERRED MAINTENANCE TOTAL

Tunnel

Chill water expansion joints: Replace rusted/missing packing gland bolts on ~26 joints (54 total in tunnel). Support structure for 2 joints have no structural integrity and needs to be replaced.

$135,000.00 1 $135,000.00 $135,000.00

Central PlantCooling tower baffles/fins are falling off and need replacing on the silver towers.

$80,000.00 2 $215,000.00 $215,000.00

WF Museum and Arts at MSUReplace 18 ton roof top A/C unit that is partially failed and 25+ years old

$20,000.00 3 $235,000.00

Christ AcademyReplace HVAC systems in Counseling area. Extend chill water system from tunnels since chiller system no longer operational.

$200,000.00 4 $435,000.00

Christ Academy Repaint walls in Counseling area. $12,000.00 4 $447,000.00Christ Academy Replace lay-in ceilings in Counseling area. $15,000.00 4 $462,000.00

Christ AcademyVoice & Data Rewiring/Replace Network Switching Equipment for Counseling area. (M. Dye)

$75,000.00 4 $537,000.00

Christ AcademyInstall restrooms for ADA compliance in Counseling area.

$40,000.00 4 $577,000.00

Christ Academy Replace carpet in Counseling area. $21,000.00 4 $598,000.00Christ Academy Fire alarm system for Counseling area $60,000.00 4 $658,000.00

Christ AcademyInstall fire sprinkler system in Counseling area, including new riser.

$100,000.00 4 $758,000.00

Christ Academy Repair roof in Counseling area. $20,000.00 4 $778,000.00Dillard College of Business Admin

Provide for additional cooling in COBA 306's PC lab; room is undercooled due to heat load.

$40,000.00 5 $255,000.00 $818,000.00

Instrumental Music HallReplace buried steam and chill water lines from tunnel to mechanical room.

$65,000.00 5 $883,000.00

Instrumental Music Hall Upgrade interior doors to meet ADA $6,500.00 5 $889,500.00

Instrumental Music HallReplace three pair of exterior doors/hardware/frames

$12,000.00 5 $901,500.00

Instrumental Music Hall Paint interior of building $5,000.00 5 $906,500.00

Database Sample

Italics=alternate funding source

Deferred Maintenance:

Parking Area (SY) Installation

Date Replacement Cost

EstFading Color

Rough/Jagged Surface Cracks

Overall Score (high=bad)

Wigwam Trail 1,796.78 $97,026 10 10 10 30West of Central Plant 8,123.72 97? '03? $438,681 9 10 10 29Daniel yard, plus driveway 3,968.01 1,989.00 $214,273 9 9 10 28East of Hardin, Along Taft 1,796.17 $96,993 9 9 10 28Practice Fields-eastern half 4,041.17 $218,223 10 10 8 28South of Bolin 7,320.66 $395,316 10 9 9 28South of Prothro-Yeager 2,786.82 99? '03? $150,488 9 10 9 28Teepee Drive 2,446.83 $132,129 10 8 10 28

Total area to be replaced (acres) 6.67 Total cost to replace $1,743,129

Estimate based on replacement cost of $6/SF ($54/SY).

• Infrastructure evaluations are ongoing such as the parking lot assessment from Dec. ’12:

Deferred Maintenance:

DescriptionDeferred Maint. Backlog (DM)

% of Total (1+2)

% of Total

(1+2+3)% of GSF

CCIV, % (DM/

IWCCI)1 Auxiliary $2,112,156 21.1 14.7 46.52 Facilities (E&G) $7,890,000 78.9 54.7 29.6

$10,002,156 1.8

3 Project or Info Systems $4,414,316 30.6$14,416,472 2.6

CCIV=Campus Condition Index Value.Institution-wide Campus Condition Index (IWCCI) per THECB=$560,992,689.

• HEAF funds cannot be used for Auxiliary areas (47% of the GSF).• CCIV<5% is acceptable to THECB (formula change in 2012).

Deferred Maintenance:

DescriptionDeferred Maint. Backlog (DM)

FY12 Expenditures

Expenditures % of FY12 Backlog

Auxiliary $2,112,156 $193,305 9.2Facilities (E&G) $7,890,000 $992,602 12.6

$10,002,156 $1,185,907

Project or Info Systems $4,414,316 $3,103,009 $14,416,472 $4,288,916

• Project funds (Ligon, CSC) resolved $1.8 MM of auxiliary DM issues. • Should not rely on such “bailouts” in future. • Recommend spending an additional ~$100k/year on auxiliary DM

issues in the future.

VI. Cost Reduction Efforts

More With Less: Grounds

• Increased areas of responsibilities for Grounds in last 6 years:o Redwine Rec Center o Sundanceo SIMS Centero Fain Instrumental Music Hall (old band hall demo’d)o Mustang Parko 3311 Tafto 2.3 Acres south of Museumo Christ Academy

• Grounds FTE changes in last 6 years = +1

More With Less: Custodial

• Properties added in last 6 years:o Redwine = 47,000 GSFo SIMS Center = 15,000 GSF

• Custodial FTE changes in last 6 years = -0.5

• 2007: GSF (890,557) /Custodial FTE = 25,086• 2013: GSF (940,453) /Custodial FTE = 26,870 (+6.6%)

Cost Effective Efforts:

• Review of staffing requirement using Association of Physical Plant Administrators (APPA) data.

• APPA levels of attention ratings for Grounds:

I=High traffic urban areas. Mow every 1-3 days.II=Well-developed public areas, campuses. Mow 1X/wk.

(MSU)III=Moderate-low levels of development or visitation. Mow

every 2 weeks.IV=Moderately low level maintenance, budget restrictions. Mow

as-needed.V=Minimum-level maintenance. Mow as-needed.VI=Natural area that is not developed. No mowing.

Cost Effective Efforts:

• APPA levels of attention ratings for Custodial:

I=Orderly spotlessness.II=Ordinary tidiness. (MSU)III=Casual attention.IV=Moderately dinginess.V=Unkempt neglect.

Cost Effective Efforts:

• MSU at level II (“high level”).

1. Grounds:o Using AutoCAD, totaled areas for:

i. mowing,

ii. shrubs,

iii. flower beds,

iv. athletic fields.

Sample AutoCAD Review:

Grass/Mow Areas

Shrubs

Grounds APPA Review:

FlowerbedBaseball/ Softball

Shrub Area

Football/ Soccer

Turf (Riding Mower)

Turf (Push Mower)

TOTAL SF Campus wide 5,596 43,173 65,009 414,213 3,725,846 86,018Adjustment Factor 3.0 3.0TOTAL SF w/ Adj Fact 129,520 1,242,638TOTAL Acres w/ Adj Fact - 8.92 - 28.53 85.53 1.97APPA Data:Level 2 10,000 2.9 33,333 4.09 25 2.3Calculated FTE 0.6 3.1 2.0 7.0 3.4 0.9 16.8

Total FTE, all Level 2: 16.8Irrigation WO Labor Hours FTE not included in APPA tables: 0.7

Caretaker duties at Sikes House: 0.2Special Request Work Order FTEs, includes FOL: 1.2

Expected FTE Requirements using APPA data: 18.8

Current staffing including Joe F.: 13Student worker labor: 1.3

14.3FTE Shortage: 4.5

Cost Effective Efforts:

2. Custodial staffing vs. APPA data

o Used THECB space data.

o Sorted all 2,180 rooms using APPA’s categories.

o Summed GSF data into each category.

o Totaled all custodial work order labor hours.

Custodial APPA Review:

Category GSF Level 2Labor Req'd for Level 2

Auditorium Seating & Foyer 32,969 15,200 2.2Classroom with Carpet Floor 21,825 29,600 0.7Classroom with Carpet-High Use 18,836 17,000 1.1Classroom with Hard Floor 135,826 19,100 7.1Classroom with Hard Floor-High Use 16,505 10,600 1.6Gymnasium 26,722 39,600 0.7Library with Carpet 8,538 48,600 0.2Locker/changing room-no shower 454 14,200 0.0Office with Carpet Floor 158,506 24,500 6.5Office with hard floor 1,437 16,800 0.1Patient Conference Room 14,167 10,200 1.4Public (Circulation) with Carpet Floor 69,194 55,300 1.3Public (Circulation) with Hard Floor 88,289 24,400 3.6Research Lab w/o Hazardous Waste 11,317 11,700 1.0Storeroom 96,451 240,200 0.4Vending 478 13,300 0.0Washroom 10,131 3,500 2.9Washroom - High Use 10,212 1,900 5.4Total personnel required 36.1

WO FTEs for movers and special projects 1.7Estimated FTE NOT captured by WOs 1FTEs for opening doors at start of day 0.3

Total Custodial FTEs required 39.1Total Custodial FTEs budgeted 38

FTE shortage -1.1

Enterprise Conversion Analysis:

VEHICLE # YEAR MILEAGEPURCHASE

PRICE # DAYS GALLONS FUEL INSUR. MAINT CLEANING TOTAL COST

CARS140, 143, 161, 162, 167, 181 FY11 Data: 742 - - 3,078$ 4,021$ 990$ 8,089$

140, 143, 161, 162, 167 Sept & Oct ONLY FY12 Data: 161 - - - 2,225$ - 2,225$ Nov-Aug FY12 Data (these 6 cars entered into fleet 11/2011):

168 2008 Impala 57,503 $ 7,500 88 445 1,440$ 513$ 953$ 165$ 3,071$ 169 2008 Impala 55,809 $ 7,500 93 538 1,811$ 513$ 1,101$ 165$ 3,590$ 170 2008 Impala 59,869 $ 7,500 117 727 2,435$ 513$ 601$ 165$ 3,714$ 171 2008 Impala 52,713 $ 7,500 91 557 1,870$ 513$ 470$ 165$ 3,018$ 172 2008 Impala 55,810 $ 7,500 84 495 1,648$ 513$ 473$ 165$ 2,799$ 181 2008 Impala 48,007 $ 17,361 139 776 2,504$ 513$ -$ 165$ 3,182$

FY12 total $ 54,861 773 11,708$ 3,078$ 5,823$ 990$ 21,599$

FY11 & FY12 two year average 758 3,078$ 4,922$ 990$

Total vehicles purchase expenditure 54,861$

Vehicles cost/yr (4 yr life for 168-172; 7 yrs 181) 11,855$ Insurance for 6 vehicles per year 3,078$

MSU mechanic 1/3 FTE w/ benefits per year 12,859$ Estimated yearly cost to operate 6 sedans (no fuel) 33,704$

Average cost per use (yearly cost / 758) 44.49$

Enterprise rates daily 38.85$ weekly 234.45$

# days x rate 29,429$

Savings using Enterprise instead of our own 4,275$

Enterprise Conversion Savings:

• Savings from Enterprise conversion is minimal.

• Primary savings is elimination of one FTE at a savings of $45k/year.

Utility Savings:

• Negotiated new electricity contract with Purchasing:

o Rate through 5/31/13: $0.06168/kWh. o New rate (4 years): $0.05220/kWh.o 15.4% decrease.o Estimated yearly savings is $125,000.

• Plus: $25k discount for first (6/2013) and last (5/2017) month’s bills.

VII. Opportunities for Improvement

Opportunities for Improvement:

1. Increase salaries of Grounds and Custodial. Issues include:o High turnover, particularly in Grounds.o Low quality of applicants.o Applicants typically take other jobs before we issue an

offer.o No increase when minimum wage increased $0.70/hr in

2009. o Starting salary for Grounds is $8.31/hour and Custodial is

$8.09/hour which has been the same since 2009. o Increased responsibilities, particularly for Grounds.

Opportunities for Improvement:

2. Is Fleet a 1 or 2 person shop? Still evaluating.

3. Carpentry Shop staffing: • Nov. ‘12=3 • Dec. ‘12=2 (carpenter training as backup mechanic)• Apr. ‘13=2.6? (carpenter 60% time, mechanic 40% time) • Sept. ‘13=1? (lose 1 due to VSP, mechanic full time?)• May ‘14=2.6 (re-hire 1)

Carpentry Shop backlog and response time will increase over next ~14 months.

Opportunities for Improvement:

4. Increase funding for auxiliary deferred maintenance.

5. Facilities’ emergency management responsibilities not clearly understood. Facilities Services’ perspective:• Provide physical resources during a crisis.• Provide consulting services (by Rich).

Facilities Services:

VIII. Questions?