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:
M&O Budget, FY13
23305 3300
23308 3300
Shuttle Services
Safety
23310 3300
Bus Services
23311 3300
General Remodel &
Repair
Facilities Services
23313 3300
23315 3300
Mustang Shuttle
Fire alarms & extinguishers,
hazardous waste, medical, gas
inspections, safety clothing
Maint. & insur for buses & motor
pool
$37,730
$35,530
South campus maintenance
$50,000
$181k of total=uniforms, auto insur,
pest control, fuel, chemicals, elevators
Auxillary Maint (budgeted
revenue)
23318 3300 Christ Academy
11000 13306 Purchased Utilities
Electricity, gas, water
$43,831
$505,500
-$72,000
$6,000
$2,000,000
$2,606,591
Budget/Funding Sources:
Salaries, FY13
11000 13300
23313 3300
11000 13301
11000 13303
11000 13304
11000 13305
11000 13307
23308 3300
23313 3300
23315 3300
Administration
Administration
Vehicles
Building Maintenance
Custodial
Grounds
Utility Maintenance
Safety
Student Salaries
Auxillary Maint. Salaries
$197,853
$178,393
$97,540
$503,477
$1,081,608
$429,756
$493,008
$5,000
$70,050
$270,678
$3,327,363
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
Total Work Orders Vs. FTEs
6,300
82
6,200
6,100
83
6,000
5,900
Increase due to more
efficiency such as splitting
of crews (carpenters);
reporting of time
improvement.
87.5
Total FTEs
Work Orders Completed
5,800
5,700
5,600
5,500
FY10
FY11
FY12
Statistics: Customer Service
Customer Survey Results Consistently High
(Excellent + Good Reviews)
100
99
98
97
96
Quality
Timeliness
Courtesy
Satisfactory Completion
95
94
93
92
91
90
FY10
FY11
FY12
Statistics: WO Backlog
WO QTY PENDING, ALL SHOPS:
FY11, FY12, & FY13
140
120
100
80
Grounds
Electrical
Central Plant
Carpentry
60
40
20
Feb
Mar
Apr
May
Jun
Jul
Aug
Sept '11
Oct
Nov
Dec '11
Jan '12
Feb
Mar
April
May
June
July
August
Sept '12
Oct
Nov
Dec '12
Jan '13
0
Statistics: P-Card, Warehouse:
Facilities' Credit Card, Warehouse Charges
$250,000
Writing POs instead of
P-card
$200,000
$150,000
Credit Card
Warehouse
$100,000
$50,000
$0
FY10
FY11
FY12
FY13 YTD
Workers Comp Claims Filed:
35
30
25
20
Campus Total
Facilities
15
10
5
FY08
FY09
FY10
FY11
FY12
Workers Comp Costs:
$160,000
$140,000
$120,000
$100,000
Premium Assessed Paid by
MSU
Claims Cost - Paid by
SORM
$80,000
$60,000
$40,000
$20,000
FY12 claims cost not
available
$FY08
FY09
FY10
FY11
FY12
V. Deferred Maintenance
Budget/Funding Sources:
11110-13350, HEAF
1,250,000
1,200,000
1,150,000
1,100,000
1,050,000
1,000,000
950,000
900,000
850,000
800,000
FY11
FY12
FY13
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:
Database Sample
Building
Tunnel
Central Plant
WF Museum and Arts at MSU
Christ Academy
Christ Academy
Christ Academy
Christ Academy
Christ Academy
Christ Academy
Christ Academy
Christ Academy
Christ Academy
Dillard College of Business
Admin
Instrumental Music Hall
Instrumental Music Hall
Instrumental Music Hall
Instrumental Music Hall
Comments
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.
Cooling tower baffles/fins are falling off and need
replacing on the silver towers.
Replace 18 ton roof top A/C unit that is partially
failed and 25+ years old
Replace HVAC systems in Counseling area. Extend
chill water system from tunnels since chiller system
no longer operational.
Repaint walls in Counseling area.
Replace lay-in ceilings in Counseling area.
Voice & Data Rewiring/Replace Network Switching
Equipment for Counseling area. (M. Dye)
Install restrooms for ADA compliance in Counseling
area.
Replace carpet in Counseling area.
Fire alarm system for Counseling area
Install fire sprinkler system in Counseling area,
including new riser.
Repair roof in Counseling area.
Provide for additional cooling in COBA 306's PC lab;
room is undercooled due to heat load.
Replace buried steam and chill water lines from
tunnel to mechanical room.
Upgrade interior doors to meet ADA
Replace three pair of exterior
doors/hardware/frames
Paint interior of building
Expenditure $
FACILITIES HEAF
EXPENSES TOTAL
Priority
DEFERRED MAINTENANCE
TOTAL
$135,000.00
1
$135,000.00
$135,000.00
$80,000.00
2
$215,000.00
$215,000.00
$20,000.00
3
$200,000.00
4
$12,000.00
$15,000.00
4
4
$75,000.00
4
$537,000.00
$40,000.00
4
$577,000.00
$21,000.00
$60,000.00
4
4
$598,000.00
$658,000.00
$100,000.00
4
$758,000.00
$20,000.00
4
$778,000.00
$40,000.00
5
$65,000.00
5
$883,000.00
$6,500.00
5
$889,500.00
$12,000.00
5
$901,500.00
$5,000.00
5
$906,500.00
$235,000.00
Italics=alternate
funding source
$255,000.00
$435,000.00
$447,000.00
$462,000.00
$818,000.00
Deferred Maintenance:
• Infrastructure evaluations are ongoing such as the
parking lot assessment from Dec. ’12:
Installation
Replacement Cost
Parking Area (SY)
Date
Est
Wigwam Trail
1,796.78
$97,026
West of Central Plant
8,123.72
97? '03?
$438,681
Daniel yard, plus driveway
3,968.01
1,989.00
$214,273
East of Hardin, Along Taft
1,796.17
$96,993
Practice Fields-eastern half
4,041.17
$218,223
South of Bolin
7,320.66
$395,316
South of Prothro-Yeager
2,786.82
99? '03?
$150,488
Teepee Drive
2,446.83
$132,129
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).
Fading
Color
10
9
9
9
10
10
9
10
Rough/Jagged
Surface
10
10
9
9
10
9
10
8
Cracks
10
10
10
10
8
9
9
10
Overall Score
(high=bad)
30
29
28
28
28
28
28
28
Deferred Maintenance:
Description
1 Auxiliary
2 Facilities (E&G)
3 Project or Info Systems
Deferred Maint.
Backlog (DM)
$2,112,156
$7,890,000
$10,002,156
% of
Total
(1+2)
21.1
78.9
% of
Total
(1+2+3)
14.7
54.7
$4,414,316
$14,416,472
CCIV, %
% of
(DM/
GSF IWCCI)
46.5
29.6
1.8
30.6
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:
Description
Auxiliary
Facilities (E&G)
Project or Info Systems
Deferred Maint.
Backlog (DM)
$2,112,156
$7,890,000
$10,002,156
$4,414,316
$14,416,472
FY12
Expenditures %
Expenditures of FY12 Backlog
$193,305
9.2
$992,602
12.6
$1,185,907
$3,103,009
$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 Sundance
o SIMS Center
o Fain Instrumental Music Hall (old band hall demo’d)
o Mustang Park
o 3311 Taft
o 2.3 Acres south of Museum
o Christ Academy
• Grounds FTE changes in last 6 years = +1
More With Less: Custodial
• Properties added in last 6 years:
o Redwine = 47,000 GSF
o 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:
Baseball/
Flowerbed Softball
TOTAL SF Campus wide
5,596
43,173
Adjustment Factor
3.0
TOTAL SF w/ Adj Fact
129,520
TOTAL Acres w/ Adj Fact
8.92
APPA Data:
Level 2
10,000
2.9
Calculated FTE
0.6
3.1
Shrub
Football/ Turf (Riding Turf (Push
Area
Soccer
Mower)
Mower)
65,009
414,213 3,725,846
86,018
3.0
1,242,638
28.53
85.53
1.97
33,333
2.0
4.09
7.0
25
2.3
3.4
0.9
Total FTE, all Level 2:
Irrigation WO Labor Hours FTE not included in APPA tables:
Caretaker duties at Sikes House:
Special Request Work Order FTEs, includes FOL:
Expected FTE Requirements using APPA data:
Current staffing including Joe F.:
Student worker labor:
FTE Shortage:
16.8
16.8
0.7
0.2
1.2
18.8
13
1.3
14.3
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 2
Auditorium Seating & Foyer
32,969
15,200
Classroom with Carpet Floor
21,825
29,600
Classroom with Carpet-High Use
18,836
17,000
Classroom with Hard Floor
135,826
19,100
Classroom with Hard Floor-High Use
16,505
10,600
Gymnasium
26,722
39,600
Library with Carpet
8,538
48,600
Locker/changing room-no shower
454
14,200
Office with Carpet Floor
158,506
24,500
Office with hard floor
1,437
16,800
Patient Conference Room
14,167
10,200
Public (Circulation) with Carpet Floor
69,194
55,300
Public (Circulation) with Hard Floor
88,289
24,400
Research Lab w/o Hazardous Waste
11,317
11,700
Storeroom
96,451
240,200
Vending
478
13,300
Washroom
10,131
3,500
Washroom - High Use
10,212
1,900
Total personnel required
WO FTEs for movers and special projects
Estimated FTE NOT captured by WOs
FTEs for opening doors at start of day
Total Custodial FTEs required
Total Custodial FTEs budgeted
FTE shortage
Labor Req'd for
Level 2
2.2
0.7
1.1
7.1
1.6
0.7
0.2
0.0
6.5
0.1
1.4
1.3
3.6
1.0
0.4
0.0
2.9
5.4
36.1
1.7
1
0.3
39.1
38
-1.1
Enterprise Conversion Analysis:
VEHICLE #
YEAR
MILEAGE
PURCHASE
PRICE
# DAYS
GALLONS
FUEL
INSUR.
MAINT
TOTAL
COST
CLEANING
CARS
140, 143, 161, 162, 167, 181 FY11 Data:
742
-
-
140, 143, 161, 162, 167 Sept & Oct ONLY FY12 Data:
Nov-Aug FY12 Data (these 6 cars entered into fleet 11/2011):
168
2008
Impala
57,503 $ 7,500
169
2008
Impala
55,809 $ 7,500
170
2008
Impala
59,869 $ 7,500
171
2008
Impala
52,713 $ 7,500
172
2008
Impala
55,810 $ 7,500
181
2008
Impala
48,007 $ 17,361
FY12 total
$ 54,861
161
-
-
88
93
117
91
84
139
773
FY11 & FY12 two year average
Total vehicles purchase expenditure
758
$
54,861
$
$
$
$
$
11,855
3,078
12,859
33,704
44.49
daily $
weekly $
# days x rate $
38.85
234.45
29,429
Savings using Enterprise instead of our own $
4,275
Vehicles cost/yr (4 yr life for 168-172; 7 yrs 181)
Insurance for 6 vehicles per year
MSU mechanic 1/3 FTE w/ benefits per year
Estimated yearly cost to operate 6 sedans (no fuel)
Average cost per use (yearly cost / 758)
Enterprise rates
445
538
727
557
495
776
$ 1,440
$ 1,811
$ 2,435
$ 1,870
$ 1,648
$ 2,504
$ 11,708
$
3,078 $
4,021 $
-
$
2,225
$
$
$
$
$
$
$
513
513
513
513
513
513
3,078
$
$
$
$
$
$
$
953
1,101
601
470
473
5,823
$
3,078 $
990 $
8,089
$
2,225
$
$
$
$
$
$
$
165
165
165
165
165
165
990
4,922 $
990
$ 3,071
$ 3,590
$ 3,714
$ 3,018
$ 2,799
$ 3,182
$ 21,599
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
o
o
o
Rate through 5/31/13: $0.06168/kWh.
New rate (4 years): $0.05220/kWh.
15.4% decrease.
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?