Board of Selectmen Regular Budget Meeting Materials (linked)

TOWN OF WATERFORD
GENERAL FUND
2021-2022 PROPOSED BUDGET
DEPT/AGENCY: 10111
FACILITIES COORDINATOR __
53,071 76,500 36,190 76,500 0 0.00%
51810 OVERTIME 0 110 0 0 #DIV/0!
51910 FRINGE BENEFITS 0 75 0 0.00%
0 0.00%
52010 |ADVERTISING =| 0 1,020 0 1,020 0 0.00%
52040 SERVICE CONT. & REPAIRS 51,407 61,357 23,673 171,360 110,003 179.28%
52090 FUEL OIL 3,563 6,735 940 129,061 122,326 1816.27%
52100 ELECTRICITY 58,969 60,000 14,644 343,343 283,343 472.24%
52110 WATER 1,035 1,600 373 12,186 10,586 661.63%
52120 SEWER 2,362 2,900 909 21,775 18,875 650.86%
53020 OTHER SUPPLIES 18,643 10,000 4,000 8,000 (2,000) -20.00%
55030 BUILDING IMPROVEMENTS 31,955 27,000 19,431 9,692 (17,308) -64.10%

TOWN OF WATERFORD
GENERAL FUND
2021-2022 PROPOSED BUDGET
fo TM
DEPT/AGENCY: BUILDING MAINTENANCE
PERSONNEL COSTS
51140 FACILITIES COORDINATOR. 76,500 76,500
51910 FRINGE BENEFITS 75 75
51920 F.LCA 5,858 5,858
SUBTOTAL 82,433 0 0 82,433
|
SERVICES
52010 ADVERTISING* 1,020 1,020
52040 SERVICE CONT. & REPAIRS 61,357 171,360
52090 FUEL OIL 6,735 129,061
[52100 ELECTRICITY 60,000 343,343
52110 WATER 1,600 12,186
52120 SEWER 2,900 21,775
SUBTOTAL 133,612 0 0 678,745
{MATERIALS & SUPPLIES
53020 |OTHER SUPPLIES 10,000 8,000
SUBTOTAL 10,000 0 0 8,000
IMPROVEMENTS
55030 {BUILDING IMPROVEMENTS 27,000 9,692
SUBTOTAL 27,000 0 0 9,692
|DEPARTMENT TOTAL 253,045 0 0 778,870

BUDGET FUNCTION
Building Maintenance
FISCAL YEAR 2022 BUDGET
Town of Waterford

Building Maintenance
Fiscal Year 2022
Town of Waterford
Opening Statement
Facilities is more than fix what doesn’t work. It is management of utilities, space utilization,
renovations and replacements.
On the maintenance side Waterford has a hi-bred of on-call contractors, Board of Education
maintenance staff and the Facilities Manager.
On the management of systems, within the building, each tenant was responsible for generators,
heating systems, and alarms.
Departments with operations staff were at an advantage. They could “borrow” staff to fix small items.
Purely administrative departments had to work the system.
It worked because the personnel in the position made the system work. Remove that from the
equation and it quickly fails. It is the system that needs to work, personnel manage the system
This is the first year that Facilities will fall under one Department. All the budgets from the following
Departments will all be in one place.
e Public Works
e Senior Services
e Recreation & Parks
e Emergency Management
e Police
e Fire
e Library
e Youth & Family Services
e Town Hall (Planning & Zoning)
As each budget was developed by a different manager with a different focus and understanding about
Facilities Management. Thus, this first year’s budget will be a continuation of the past.

Building Maintenance
Fiscal Year 2022
Town of Waterford
BUDGET FUNCTION
The Building Maintenance Budget funds the operation and maintenance of Town Buildings. The
following are listed in the Town Ordinance as being under the control of this Department:
Town Hall
Library
Emergency Operations Center
Community Center
Youth & Family services
Police
Public Works
Jordan Park House
Nevins Cottage
00000000 0
Under the direction of the Public Works Director, a Facilities Maintenance Coordinator manages all
work at the Facilities listed and is responsible for routine building maintenance, utilities projects,
and capital planning.
For FY 22, the Building Maintenance Budget will see two major changes in how the Town manages
over 250,000 sf of space. First, the responsibility has be assigned to the Department of Public
Works. Previously under the Planning Department, the Ordinance was changed in late 2020
aligning maintenance responsibilities under a department whose primary duties are to maintain the
infrastructure. The second change was to remove the operations and maintenance budgets from
each individual department budget and combined them under one budget. The result will be a better
budget, and better to management of the maintenance costs and utilities usage. This also relieves
each department head from a secondary duty allowing them to focus on their core duties.
Consolidating critical building data, allows for common maintenance goals, long range component
replacement to be planned, not reactive; and to consolidate maintenance contracts and contractors
so that these can be publicly bid.
The Budget presented has been complied with the assistance of the Finance Director. Department
Heads provided their individual budgets in these areas from FY 21 that identified utilities,
maintenance and repair budget that they had programmed. Unfortunately, there is not enough data
to determine if any these budgets will carry the facility effort required through the fiscal year without
additional funds being requested.
The Municipal Complex facility will be completed January of 2021. The operating costs for this
building have also been estimated. Although the facility will be using natural gas for a heating
source, the old buildings volume under the flat roof was far less than the sloped roofs of the new.
Also, the square footage of this building has increase from 36,000 to just under 60,000 square feet.

Building Maintenance
Fiscal Year 2022
Town of Waterford
5100 SERIES
10111-51140 — Municipal Facilities Manager $76,500
10111-51910 — Fringe Benefits $ 75
10111-51920 —- FICA $ 5,858
Total $82,433
FY22 Request $82,433
5200 SERIES
10111-52010 - Advertising
Funds for advertising are needed to support compliance with the Town’s purchasing requirements.
The Department works with the Purchasing Agent to issue RFPs and invitations to bid for service
contracts and building maintenance. Advertisements are placed in the New London Day as part of the
solicitation process.
FY22 Request $1,020
10111-52040 — Service Contracts and Repairs
The Building Maintenance Budget primarily includes service contacts for facilities work
associated with Town facilities. Contracts include services for HVAC maintenance, pest
control, elevator maintenance, boiler and fire system inspections and generator
maintenance.
Certain service contracts, such as custodial services provided to Town Hall, Public Works,
Youth Services and the Public Safety Building (Library and Police Station have provide these
services in their budgets) are included in the Building Maintenance Budget. In FY20, custodial
services changed from BOE staff to a contracted service. Custodial services are the bulk of the
costs associated with this line ($68,254). The cost of custodial services is offset by a funding
agreement between the Town and Board of Education. The cost of custodial services at Town
Hall, however the $37,000 from the BOE is not included in the budgetrequest. These funds are
provided from the BOE in an annual transfer.
The Town will continue to contract for HVAC preventative maintenance. In FY21, this budget
also assumed the cost of bi-annual preventative maintenance of HVAC equipment used at
the five cell tower sites to maintain emergency radio systems. The FY22 budget also
includes a new a bi-annual preventative maintenance program for the HVAC controls at the
Community Center.
The Facilities Manager’s responsibilities include being on-call to address building emergencies
that occur outside of regular business hours. The position requires significant time in the field.
A mobile phone and an iPad are critical tools to maintain efficiency when working at locations
throughout Town.

Building Maintenance
Fiscal Year 2022
Town of Waterford
The following are charges included in this line item:
e Pest Control $ 5,849
e Maintenance/Repair $108,696
e HVAC Preventive Maintenance $ 14,717
e Fire Extinguisher Inspections $ 1,772
e Fire Alarm Testing $ 1,531
e Sprinkler Maintenance $ 1,928
e Cooling Tower $ 927
e Elevators $ 7,064
e Generator $ 550
e Custodial Services $ 40,476
e Overhead Door Maintenance $2,850
Total $186,360
FY22 Request $171,360
10111-52090 Fuel Oil
This line item is for fuel to heat the town’s facilities. The fuel is either natural gas or heating oil. The
Municipal Complex has transitioned from heating oil to natural gas, but as we prepare this budget,
there has not been a full year of consumption.
FY22 Request $129,061
10111-52100 Electricity
Electricity costs $.085 per kilowatt hour for the Town Hall. The Town purchases electricity
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 generation fee from Constellation. The proposed budget for
electricity in FY22 is based on the averages from the departments as submitted.
FY22 Request $343,343
10111-52110 Water
FY22 Request $12,186

Building Maintenance ee
Fiscal Year 2022
Town of Waterford
10111-52120 Sewer
50% of the sewer user fee is based on water consumption and 50% is a fixed cost related to the
meter size. The requested amount is based on historic water consumption.
FY22 Request $21,775
5300 SERIES
10111-53020 — Other Supplies
This line item is used for projects and supplies. Funds are used to pay for supplies related to
building maintenance. Supplies regularly needed include electrical, plumbing, paint and lumber.
Funds are also used to purchase items including flags, batteries for flashlights used to investigate
and troubleshoot issues, first aid kits for offices, keys, and custodial supplies.
FY22 Request $8,000
5500 SERIES
10111-55030 — Public Improvements
This line is used to pay for repairs to Town buildings that are not covered in preventive
maintenance contracts. These funds typically cover materials for work completed with BOE
labor and both materials and work performed by outside contractors hired to complete
specialty work that is not performed by the Board of Education facilities staff. These projects
are managed by Public Works.
Examples of work completed in FY21 to date include roof patching, gutter repairs, replacing broken
windows, replacing parking lot lights, and repairing bathroom fixtures. The biggest project is the
bathrooms at the Waterford Beach, which have been a collaborative effort. This project is projected to
be completed in the spring of 2021.
FY22 Request $9,692

Building Maintenance
Fiscal Year 2022
Town of Waterford
DEPT/AGENCY: 10111 BUILDING MAINTENANCE
COLUMN
COLUMN 1 2 COLUMN3 | COLUMN4 | COLUMNS
ACTUAL
EXPEND & | 2021/2022
2019/2020 | 2020/2021 | 2020/2021 ENCUMB DEPT/
LINE ACTUAL RTM | ADDITIONAL/| AS OF AGENCY
ITEM DESCRIPTION EXPENDED | APPROP. | TRANSFERS 1/1/21 REQUEST
PERSONNEL COSTS
51140 __ | FACILITIES COORDINATOR 76,500 76,500
51910 _| FRINGE BENEFITS 75 75
51920 | FLC.A 5,858 5,858
7 SUBTOTAL 0 82,433 0 0 82,433
SERVICES
52010 _| ADVERTISING* 1,020 1,020
52040 _| SERVICE CONT. & REPAIRS 61,357 171,360
52090 _| FUEL OIL 6,735 129,061
52100 _| ELECTRICITY 60,000 343,343
52110 _| WATER 1,600 12,186
52120 _| SEWER 2,900 21,775
SUBTOTAL 0 133,612 0 0 678,745
MATERIALS & SUPPLIES
53020 _| OTHER SUPPLIES 10,000 8,000
| SUBTOTAL 0 10,000 0 0 8,000
IMPROVEMENTS
BUILDING
55030 __ | IMPROVEMENTS 27,000 9,692
SUBTOTAL 0 27,000 0 0 9,692
DEPARTMENT TOTAL 0 253,045 0 0 778,870

Building Maintenance
Fiscal Year 2022
Town of Waterford
This amount should be added to the amount of FICA calculated on your salary worksheet
TOWN OF WATERFORD
PERSONNEL WORKSHEET - Building Maintenance
2021/2022 FISCAL YEAR
LINE51920
HOURS TOTAL PAYROLL
DATEOEF WORKED/ HOURLY SALARY SALARY EMPLOYEE TAXES
HIRE PROSTTION WEEK RATE 2020/2021 | 2021/2022 | LONGEVITY| SALARY CEIC.A)
Vacant Municipal Facilities Manager 40 36.78 $76,500.00 76,500 0 76,500 5,852
0 0
0 0
0 0
0 0
0 0
0 0
51810 - OVERTIME 0.00 0.00
§1920 - FRINGE 75.00 5.74
Total 76,575 5,858
TOTALS - DEPARTMENT 82,433.00
TOWN OF WATERFORD
FRINGE BENEFIT WORKS HEET
2021-2022 FISCAL YEAR
LINE51910 LINE51920
PAYROLL
CLOTHING TOTAL FRINGE TAXES
POSITION ALLOWANCE HRA FUNDING BENEFITS (E.IC.A)
Municipal Facilities Manager 75.00 75.00 5.74
0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
0.00. sate 7 S008 5.74
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CONDITIONS OF AGREEMENT
( ~~ Conditions of the maintenance and periodic inspection agreement are as follows:
d) The program covers normal maintenance limited to routine inspections, adjustments, lubrication and tightening of fasteners, [t-coes
not inchide replacement parts or the labor for their installation; ifrequired after inspection,
Periodic inspections and maintenance ag outlined herewith will be conducted as per the schedule:noted for each of the indicated items
(place an S for Sectional Doors, R for Ralling Doors or L for Leading Dock Equipment beside the applicable Inspection. period),
Monthly ; SemicAnnually Other (specify)
Quarterly Amumailly x
This program will-cover__ 6 sectional doors, rolling doors.and_ 6s door operators, as detailed on the following data
sheets. This program will also cover dock levelers dock. seals.and __Gock shelters, The total sum for periodic
inspections shall be $1,250.06 (This total is based on an hourly rate of $80.00 per man-hour plus tax & miscellaneous costs)
OPTIONS:
Please indicate which of the following options will apply to this agreement.in reference to repair work recommended after inspections
are completed:
(A) Necessary minor replacement parts up to the amountof$ will be installed when performing preventive
maintenance and invoiced as extra to the agreed upon periodic fee for preventive maintenance inspections.
(B}. A detailed list of recommended replacement parts will be supplied after each inspection with.a quoted price for parts ahd
installation, Authorization must be obtained prior (6 proceeding with installation
Q) Work performed under this agreement will be accomplished during normal working hours between 8.00_A.M. and 4:00PM,
Monday through Friday. This agreement-doés. viot cover-etiergency service calls, which will be handled at Gur emergency rate of
$120.00 per man-hour for calls dispatched between the hours of 4:00. P.M. and $:00_A.M. Overtime rates shall commence when any
call isreceived after 4:00_P.M. and will be performed at the rate of € 120.00 per man-hour. Special overtime rates will apply on
4 : weelcends and lolidays at the rate of $160.00 per man-hour,
(3) The Preventive Maintenance Program will not cover the following:
Damiage to doors, operators or loading dock equipment
Any electrical problems created by insufficicnt voltage or Incorrect hook-wp.
(4) Overhead Door Company of Nor wich, luc. shall wot be table for specilic, invidental or consequential damages or losses caused by any
acts‘beyvond the reasonable control of Overhead Door Company of Norwich, Inc. misuses or abuse of the doors, door operators of
loading dock equipment by athers.
33 Service will not be. rendered under this agreement in any case that the customer has a past-dac account.
(6) lids agreed that either party will have.the right to caricel this program at any time with written nofice,
(B This agreement shall not become effective until the equipment. is inspected and accepted by Overhead Door Company of Norwich,
Inc.
Agreed and accepted on this __ day of 2020,
Waterford Public Works/New Building #1. Overhead Door Company of Norwich
Company Name: Campany Neme:
Jow Corrow
Signature Signature
Sales Department
Title: Titles
1000 Hartford Turnpike, Waterford 88 Route 2A Preston, Ct 06365
Address: Address:
C . 860-444-5864/860-442-9037 860-889-2848 / 860-889-7711
~ Phone / Fax: Phone f Fax:
First lg Doors come off warranty May 2024

CONDITIONS OF AGREEMENT
4 ~~ Conditions of the maintenance and periodic inspection agreement are as follows:
1} ‘The program covers norma! maintenance limited to routine Inspections, adjustments, lubrication and tightening of fasteners. it does
not inchide réeplacernent parts or the labor for their installation; iPyequired after inspection.
Periodic inspections and maintenance as outlined herewith will be-conducted as per the.schedule noted for each of the indicated items
tplace an S for Sectional Doors, R for Relling Doors or L for Loading Dock Equipment beside the appiicable inspection period):
Monthly Semi-Annually Other (specify)
Quarterly. Annually _.
This program will cover___ 5 sectional doors, ss folling doors.and__5 door operators, as detailed on the following data
sheels, This program will also cover _ dock levelers dock seals ard _dock shelters, The total sum for periodic
inspections shall be $680.06 (This total is based on an hourly rate of $80.00 per man hour plus tax & miscellaneous casts)
OPTIONS:
Please indicate which of the following options will apply to this agreetnent im reference to repair work recormmended after inspections
are completed:
(A) Necessary minor replacement parts up to the amount oF $ will be installed when performing preyentive
maintenance and invoiced as extra to the agreed upon periodic fee for preventive maintenance inspections:
(B) A-detailed listof reconuménded replacement parts will be supplied after each inepeetion with a quoted price for parts and
installation, Authorization must be obtained prior to proceeding with installation
Q) Work performed under this agreement will be accomplished during normal working hours-between 8:00 A.M. and 4:00 PM,
Monday through Friday. Thisagreementidoes not cover emergency service calls, whieh will be handled at our emergency tate of
$120. oo perme anhour for calls asec between the hours of 4:00 PV, and 8:00.A.M, Overtime rates shall commence when any
C weekends : and holidays at ther tate of $160.00 per mati-hour.
3) The Preventive Maintenance Program will not cover the following:
Damage to doors, operators or loading dock equipment
Any electrical problems created by insufficient voltage or incorrect hook-up.
(4) Overhead Door Company of Nurwich, lie. sliall net be lable for specific, incidental of cotisequetitial damages or losses caused Ly ally
acts beyond the reasonable cantrol of Overhead Door Company of Norwich, Inc. misuses-or abuse of the doors, door operators or
loading dock cauipment by others.
(5) Service will not be rendered under this agreement in any case that the customer has a past due account.
(6) Itig agreed that either party will have the right-te cancel this program at any time with written notice.
(oe) ‘This agréenient shall not become effective until the equipment is inspected and accepted by Overhead Door Company of Norwich,
ine.
Agréed and accepted on. this day of 2020..
Waterford Public Works/New Building #2 Overhead Door Company of Norwich
Coripany Norte: Company Nante:
Joe Corrow
Signature Signature
Sales Department
Title: Title:
1000 Hartford Turnpike, Waterford 88 Route 2A Preston, Ct 06365
; Address: Address:
e 860-444-5864 /860-442-9037 860-889-2848 / 860-889-7711
Phone / Fax: Phone / Fax:
Second 5 Doors will come off waranty Tan. 203

a4.
CONDITIONS OF AGREEMENT
a ~ Conditions of the maintenance and periodic inspection agreement are as follows:
(2)
@)
f
G)
(4)
(5)
(6)
(7)
The program covers normal maintenance limited te routine inspections, adjustments, brication and tightening of fasteners. It does
not include replacement parts or the labor for their installation; if required after inspection.
Periodic inspections and maintenance as outlined herewith will be conducted as per the schedule noted for each of the indicated items
(place an 8 for Sectional Doors, R for Rolling Doors or L for Loading Dock Equipment beside the applicable inspection period):
Monthly Semi-Annually Other (specify)
Quarterly Annually. x
This program will cover__7___ sectional doors, rolling doors and___7 _ door operators, as detailed on the following data
sheets. This program will also cover dock levelers dock seals and dock shelters, The total sum for periodic
inspections shall be $920.00 (This total is based on an hourly rate of $80.00 per man hour plus tax & miscellaneous costs)
OPTIONS:
Please indicate which of the following options will apply to this agreement in reference to repair work recommended after inspections
are completed:
(A) Necessary minor replacement parts up to the amount of § will be installed when performing preventive
maintenance and invoiced as extra to the agreed upon periodic fee for preventive maintenance inspections.
(B) A detailed list of recommended replacement parts will be supplied after each inspection with a quoted price for parts and
installation, Authorization must be obtained prior to proceeding with installation
Work performed under this agreement will be accomplished during normal working hours between 8:00_A.M, and 4:00 PM.
Monday through Friday. This agreement does not cover emergency service calls, which will be handled at our emergency rate of
$120.00 per man-hour for calls dispatched between the hours of 4:00.P.M, and 8:00. A.M. Overtime rates shall commence when any
call is received after 4:00_P.M. and will be performed at the rate of $ 120,00 per man-hour. Special overtime rates will apply on
weekends and holidays at the rate of $160.00 per man-hour.
The Preventive Maintenance Program will not cover the following;
Damage to doors, operators or loading dock equipment
Any electrical problems created by insufficient voltage or incorrect hook-up,
Overhead Door Company of Norwich, Inc, shall not be liable for specific, incidental or consequential damages o1 fosses caused by any
acts beyond the reasonable control of Overhead Door Company of Norwich, inc. misuses or abuse of the doors, door operators or
loading dock equipment by others.
Service will not be rendered under this agreement in any case that the customer has a past due account.
It is agreed that either party will have the right to cancel this program at any time with written notice,
This agreement shall not become effective until the equipment is inspected and accepted by Overhead Door Company of Norwich,
Inc.
Agreed and accepted on this day of 2020.
Waterford Public Works/Waterford Police Overhead Door Company of Norwich
Company Name: Company Name:
Joe Corrow
Signature Signature
Sales Department
Title: Title;
1000 Hartford Turnpike, Waterford 88 Route 2A Preston, Ct 06365
Address: Address:
860-444-5864/860-442-9037 860-889-2848 / 860-889-7711
Phone / Fax: Phone / Fax:
‘lia Dept:

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