RTM Budget Agenda - DAY 3 (linked)

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TOWN OF WATERFORD
FY2025 BUDGET REQUEST
Building Maintenance

TOWN OF WATERFORD
FY2025 BUDGET REQUEST
Building Maintenance
BUDGET FUNCTION
Building Maintenance is more than answer a call to repair what doesn’t work. It is management
of utilities, space utilization, renovations and replacements. It requires the understanding of
how the mechanical components interaction with each other. The task is more than Building
Maintenance, it is Facility Management.
The goal of Facility Management is to provide a building that is inviting, providing a sense of
welcome and arrival at the entrance. It must have a community orientation. Customers must
feel comfortable using the services at the facility. The space also needs to be flexible so staff
can focus on their current and future missions and not be concerned about the limitations of the
bricks and mortar.
The vision for this Department must be proactive, not reactive. This will take several years due
to the backlog of maintenance and repairs, lack of sufficient staff for the facilities effort and
historical data only reaching back 3 years.
Components of a well-managed facilities program encompasses:
*Preventative Maintenance Schedules *Live Safety Systems
*Repair Protocols *Security Systems
*Space needs programming *ADA (Barrier Free Buildings)
*Energy Audits “Environmental Permit Compliance
*Facility Inspections *Indoor Air Quality
*Alarm Testing *Building Code Compliance
*Custodial Methods *Capital Projects (New & Renovations)
The following facilities are assigned to this Department for Maintenance & Repairs:
Town Hall
Library
Public Safety
Community Center
Youth & Family Services
Police
Municipal Complex (all buildings on the property, except Utilities Operations)
Jordan Park House
Nevins Cottage
Eugene O’Neill Theater Center
Southwest & Cohanzie Schools (vacant properties)
CoO0o00000000 0

TOWN OF WATERFORD
FY2025 BUDGET REQUEST
Building Maintenance
The budget presented is primarily an operations (fixed costs) budget. The Department is
obligated to pay utility bills (water, sewer, electricity, heating (oil and natural gas), comply with
environmental permits, perform life safety inspections (sprinklers and fire alarms), manage
intrusion alarms and contract for custodial services for approximately 250,000 square feet of
municipal space. Funding for new construction, major replacements of equipment or
renovations to the existing space are found in the Capital Improvement Program.
The Department is unable to provide a 5 year look back for this budget. Facilities expenses
may have been combined with other expenses in each department’s budget previous requests.
Any attempt to separate out these costs would be labor intensive and questionable to its
accuracy. We will build forward that data base ensuring proper accounting in each area. This
budget request has 3 years of data.
This current year has been stressful with portions of HVAC systems failing at the Library, Police
Station and Community Center. All were at the end or beyond their service life and impacted
the operations of each facility. Operation accounts were used to fund temporary solutions while
staff prepared CNR projects for the permanent repairs.
| believe the budget should be very clear what the funds are being requested for. | have put
together a pie chart that shows the functional areas of the Building Maintenance expenditures. |
believe by grouping all the costs into these functional areas, it provides a clear snapshot of our
responsibilities and the costs associated with them.
FY24 Budget
TM@ 1 Personnel
TM@ 2 Service Contracts
@ 3 Repairs / Maint.
© 4 Utilities
@ 5 Custodian

TOWN OF WATERFORD
FY2025 BUDGET REQUEST
Building Maintenance
Call Attention to:
Electrical rates are stable based on the 5 year contract for power generation.
No rate increases are forecasted for water or sewer.
New this year is the separation of the natural gas from the heating oil budget.
Accounts that were budgeted in the Recreation and Parks budget for FY24 are now
found in this budget.
Staffing:
Facilities is managed through the Public Works Department under the leadership of the Director
of Public Works.
Utilities:
Facilities is responsible for the utilities (Water, sewer, heating oil, natural gas and electricity)
consumed at the buildings listed previously as well as the 5 Fire Stations. Consolidating all
Utility billings under one department allows a savings in staff time for processing and a better
capture of data.
o Electricity: The Finance Department has entered into a 5 year fixed price for the
purchase of electricity. The rate is $.0919/kwh. This is for generation only. Facilities is
responsible for 40 accounts to include those of the Fire Stations and Police radio sites
(5), and now for 15 accounts that were previously assigned to Recreation and Parks.
o Water: There are 32 accounts that we manage. We have not budgeted any rate
increases.
1)
Sewer: There are 22 accounts that we manage. We have not budgeted any rate
increases.
re)
Heating Oil: Currently we have 7 buildings (5 Fire Houses, Library and the Jordan Park
House) that receive heating oil.
o Natural Gas: We currently have 5 locations with Natural Gas (Municipal Complex, Town
Hall, Community Center, Police Dept and the Public Safety building).
Waste Disposal:
Solid Waste/Recyclables: The Public Works Department provides the containers and collection
services and pays for disposal. These costs are included in the Public Works budget and are
not found in this budget.

y
DB, ty (One / S11 LAA 5 roa
Building Maintenance
Service Contracts:
This has been a major focus for the last fiscal year. Consolidation of these contracts allows us
to ensure the preventative maintenance tasks are performed at all of the facilities. It also allows
us to monitor the performance of the vendor.
Life Safety Inspections:
For those buildings with sprinklers and/or fire alarms, quarterly inspections are required to keep
the Town in compliance with the Fire Code. From these inspections, items are identified to be
tested or components repaired.
5100 SERIES
FY25 Request $0
5200 SERIES
10111-52040 — Service Contracts and Repairs
The primary method to minimize costly service calls are annual maintenance
contracts. Contracts include HVAC maintenance, pest control, boiler and fire system
inspections and generator maintenance.
Custodial services provided to Town Hall, Municipal Complex, Youth & Family Services,
Community Center and the Public Safety Building are included in this line item. The
Library and the Police Station provide these services in their budgets. Park & Recreation
have a part time employee on their staff at the Community Center for the day cleaning.
The contractor comes in to do the heavy cleaning in the afternoon through the evening.
The cost of custodial services is offset by a funding agreement between the Town and
Board of Education for services provided at Town Hall. These funds are listed in this
budget as a revenue, unlike years of the past years when the funds were transferred into
this line item.

The following are charges included in this line item:
For all Facilities:
\
Company Scope of Work
Building 1 Facility Svcs Cleaning $ 127,418.00 |
Action Air, Inc. | HVAC Maintenance PM Program $ 55,958.00 ©
Northeast Generator Generator Maintenance $ 7,228.00.
Central Alarm (ITS) Alarm Monitoring Agreement $ 8,200.00 ©
Otis Elevator Elevator @ Town Hall, Library & YSB | $ 8,700.00
Mack Fire _ HFPA-25 Sprinkler Inspections * = $ 16,000.00 |
Waltham Chemical | PW, PD, YSB, Safey Complex, Town = $ 9,345.00 |
| | | | | | $232,849.00,
*Includes O'Neill Theater Center (15 buildings)
We also have on-call contractors for repairs that are not general maintenance. These are for
plumbing, roofing, electrical issues, overhead doors, air quality companies.
~ $300,000.00
| $200,000.00
_ $100,000.00
S-
10111-52040
$238,733.00
$160,082.00
$57,821.00
FY 25 Request
$93,000
FY 24 Budget
$243,570
$317,959

10111-52090 Heating Oil
This line item is for fuel to heat the town’s facilities, whether it is for natural gas or heating oil.
We are proposing this line item stay for heating oil and the natural gas charges move to a new
line item.
Heating oil is for the 5 fire houses, the Library and Jordan Park House, as well as the amount
previously found in the Recreation & Parks budget.
| 10111-52090 |
| | FY24 Budget
/ $140,000.00 —- $130,748.00 |
_ $120,000.00 => $115,505.00 | $130,000
| EAT oo = | *Includes Gas
$80,000.00 |
_ $60,000.00 |
$40,000.00 |
_ $20,000.00 $5,848.00
| FY21
FY25 Request $30,000
10111-52091 — Natural Gas (proposed new line item)
We were instructed last year to separate natural gas from heating oil for a clearer picture.
Currently there is natural gas at the Community Center, Police Dept., Public Safety, Municipal
Complex and Town Hall.
FY25 Request $95,000

$30,000.00
$25,000.00
$20,000.00
$15,000.00
$10,000.00
$5,000.00
FY 22 Natural Gas Expenses
| Town Hall mComplex Community Center
$35,000.00
$30,000.00
$25,000.00
$20,000.00
$15,000.00
$10,000.00
$5,000.00
S-
@ Town Hall
FY23 Natural Gas Expenses
Al
ms Complex
& Community Center
w Police (3 months)

10111-52100 Electricity
The Town purchases electricity (generation, not distribution) through the Connecticut
Conference of Municipalities (CCM) Purchasing Program. This program is designed to
assist Towns in selecting the best available rates and contract terms for purchasing
electricity. The kilowatt hour rate includes the CCM program participation fee. Electricity
charges also include a distribution rate which is set by Eversource. The proposed budget
for electricity in FY25 is based on the average paid so far in FY24 by this Department as
well as the amount moved from Recreation & Parks
Breakdown for Buildings:
EVERSOURCE
CHARGES
Electric |
Town Hall -15 Rope FerryRoad $45,419.29
Police Dept-41 AveryLane — $61,006.45 |
Dispatch - 204 Boston PostRoad $25,793.52.
YSB - 200 Boston PostRoad = $14,761.45 |
Community Center - 24 Rope Ferry Road $57,916.16 |
Library-49 Rope FerryRoad = $28,380.64
Municipal Complex - 1000 Hartford Turnpike | $49,278.17
Jordon Fire House - 89 Rope FerryRoad = $10,664.95 |
Quaker Hill Fire - 17 Old Colchester Road $8,580.80 |
Goshen Fire Dept - 1 Palmer Road. $6,149.02 |
Oswegatchie Fire Dept - 441 Boston Post Road. $13,567.15
{ }
/| Cohanzie Fire Dept- 53 Dayton Road $13,284.59
|
‘TOTAL BUILDINGS | $334,802.19 |
| MISC ELECTRIC ACCOUNTS $ 23,793.00.
TOTAL $358,595.19
10111-521
$400,000.00 $358,595.00 $366,45
_ $350,000.00
$300,000.00
$250,000.00
_ $200,000.00
_ $150,000.00
- $100,000.00
$50,000.00
S- =
FY22
budget.
KWH HOURS
USED ANNUAL
280320
364309
168615,
85251,
101952.
138480.
270,089
56761.
38774
30470,
88141.
81135
SUPPLY
|
$25,761.41 |
$33,415.00 |
$15,536.70 |
$7,832.12 |
$28,602.21 |
$12,726.32 |
$24,712.81 |
$5,325.34 |
$3,599.35 |
$2,800.21 |
$7,579.92 |
$7,456.33 |
1704297 $175,347.72 |
15895,
|
|
00
2.00
$64,968.00
FY21
FY25 Request
DELIVERY
$19,654.88
$27,403.17
$10,308.72 |
$6,891.36
$29,313.95
$15,674.85
$24,360.81
$5,359.61 |
$4,817.37
$3,648.81
$5,987.23
$5,828.17
$159,248.93
FY24 Budget
$398,278
$ 375,000

10111-52110 Water
This line item pays for water
moved from Recreation & Par’
|
_ §30,000.00
~ $20,000.00
$10,000.00
S-
10111-52120 Sewer
50% of the sewer user fee is b
to the meter size. The requeste
money moved from th
- §30,000.00
$25,000.00
- $20,000.00
$15,000.00
$10,000.00
$5,000.00
to Town Buildings and structures, including t
ks budget starting in FY25
ased on water consump
d amount is based on historic water co
e Recreation & Parks budget.
hose locations
10111-52110 | :
FY24 Budget
maivaaniOs $18,424.00 | $15,725
= $1,706.00
FY22 FY21 |
FY25 Request $20,450
tion and 50% is a fixed cost related
nsumption, plus the
10111-52120
$24,084.00 $24,023.00 | FY24 Budget
$21,775
$3,369.00
FY21
FY25 Request $24,415

5300 SERIES
10111-53020 — Other Supplies
Bageration
Funds are used to pay for supplies related to building operation. This line item is now
specifically for paper products needed for the Town Hall, Youth Service Building and the
Municipal Complex.
Towel Roll 1150 ft. Scott 6 $2,388.78
Towel 11X8 White 30 $158.80
Kitchen Towel Roll White 12 $247.68
Toilet Tissue Compact Coreless 36 22 792 | $90.85 $1,998.70
Tissue compact coreless roll 18 8 144 $70.72 $565.76
Facial Tissue 30 2 60 $49.55 $99.10
Hand wash Foam 2 24 | ag | $54.18 | $1,300.32
Purell Hand Sanitizer 2 4 8 $76.51 $306.04
Liner Can Clear 24X33 10 4 40 $31.95 $127.80
Liner Can Natural 24X33 20 0 $44.50 $0.00
Liner Can Natural 40X48 10 2 20 $55.70 $111.40
Liner Can Black 38X58 10 8 80 $49.62 $396.96
Bags Waxed for Sanitary Napkin 10 2 20 $34.80 $69.60
Urinal Screen 1 0 $13.10 $0.00
Liner Can 23X31 20 4 80 $40.10 $160.40
$7,931.34

| 10111-53020 |
| ean cae | FY24 Budget
| $8,000.00 sac ca | $6,000
| om $6,393.00 : : | :
$6,000.00 |
| $4,000.00 |
$2,000.00 |
| FY21 |
FY25 Request $8,000
5500 SERIES
10111-55030 — Building Improvements
This line is used to pay for repairs to Town buildings for items that are not covered in
preventive maintenance contracts. These funds cover materials for work completed for
both materials and work performed by either BOE labor or outside contractors hired to
complete specialty work. These projects are managed by Building Maintenance. This
year we will focus on ADA exiting of the auditorium as well as improvements to the
ramp inside Town Hall.
sooo 20111-55030
| $27,012.00 | FY24 Budget
- $25,000.00 = | .
"$20,000.00 | omen
$15,000.00
"$10,000.00
$5,000.00 —*$3,041.00
| FY23
FY25 Request $ 25,000

These figures were supplied to us for history of the accounts we acquired from the Recreation &
Parks Department.
Electric: CL&P and TransCanada incl. | FY'22 | FY'23 | FY'24 |
‘Civic Triangle/Vets Memorial Field $1,000 = $995 $1,250 ©
‘Nevins Cottage | | — $1202~«C«$5B SH
Gazebo | | | | $570 «$560 = $850
‘Jordan Park House + Street Light | $1,000 | $952 $1,250 |
Leary Park | | $1,150 $1,075 $1,500 ©
Lisa Dedrick Field (Cohanzie) | $585 = $583. $700 —~
‘Mago Point | | — $1,100 $1,100 $1,500 |
Miner Lane Salt Shed | | $528 = $540 = $700 ~
Town Hall Basektball Courts $875 = $800-~— «$1,100
Veteran's Maintenance Garage/Public Restroom | $2,300 $2,276 $3,000 |
Jordan War Memorial Park $185 = «$183. $300
Town Hall War Memorial Park - $200 = $188 | $450
‘Waterford Beach Park | | | | |
_ Maintenance Building & Gatehouse | $1,005 $1,030 $2,200»
__ Pavilions/Bathrooms/Concerts — $545 = $1,500 $3,000
| | | | SUB TOTAL $11,163 $11,840 $17,850 __
‘Heat | | | |
Pricing: = $2.79 ‘PAGE FY'22 FY'23. 0 FY'24
Jordan Park House - $2.79 x 550 gallons $919 ($1.671,359 ($2.4 $1,535
| Annual Furnace Cleaning Parts(BOE performs service) | $50 = $50 | $50 |
‘Propane: — $3.74 ‘PAGE | | |
‘Veteran's Maintenance Garage/Public restroom | | | |
average 1050 gal/yr | 2972($2.812,935 ($2.8 $3,896
Waterford Beach Park | | | |
average 975 gallons — | 2750 ($2.812,760 ($2.8 $3,617 _
| | | | 20 3UB TOTAL $9,098

Water | | | FY'21 | Fy'23 | FY'24 |
‘Civic Triangle/Vets Memorial Field | $600 $590 $600 |
Jordan Park House | | $80 8=9$77, «| $80
‘Leary Park | | — $170 $171 $180
‘Lisa Dedrick Field (Cohanzie) | $475 = $500 = $500
‘Mago Point | | | $130 = «$126 $150
Ridgewood Park | | $100 $90 $95 |
‘Veteran's Maintenance Garage/Public Restroom | $615 $600 $620 —
Waterford Beach Park | | | | |
__ Maintenance Building/Causeway Bathroom | $600 $800 $850 |
| Pavilion/Group Picnic Bathroom | $55 | $55 | $55 |
_ Fire service 8" charge | | $1,595 $1,595 $1,595
| | | SUB TOTAL | $4,420 | $4,604 $4,725 |
Sewer FY'22. FY'23.—-FY'24
Jordan Park
House $200 $195 $200
Veteran's Maintenace Garage/Public Restroom $1,175 $1,175 $1,175
Waterford Beach Park- Septic Tank cleaning (2) $650 $650 $650
Dedrick Field $750 $615 $615
SUB TOTAL $2,775 $2,635 $2,640

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