Representative Town Meeting Budget Hearing and Special Meeting Day 3 (linked)

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TOWN OF WATERFORD
FY2026 BUDGET REQUEST

TOWN OF WATERFORD
FY2026 BUDGET REQUEST
Building Maintenance
BUDGET FUNCTION
Maintaining a building is more than answering 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 interact with each other and the personnel in
the buildings. The task is more than building maintenance, it is Facility Management.
The vision for this Department is proactive, not reactive. We are several years into reaching
the goal, but we are turning the corner.
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 that surround them.
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 encompassing approximately 240,000 sf are assigned to this
Department for Facility Management:
Town Hall
Library
Public Safety
Community Center
Youth & Family Services
Police
Municipal Complex (all buildings on the property, except Utilities Operations)
Jordan Park House
Eugene O’Neill Theater Center
Cohanzie Schools (vacant property)
O0000000 0
O
The budget presented is primarily an operations (fixed costs) budget. The Department is
obligated to pay utility bills, water, public 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 240,000 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.

TOWN OF WATERFORD
FY2026 BUDGET REQUEST
Building Maintenance
The Department is able to provide a 4 year look back for this budget, but the data for FY21
should be discounted. Facilities expenses may have been combined with other expenses in
each department’s budget previous requests for FY21. Any attempt to separate out these costs
would be labor intensive and questionable to its accuracy. We will continue to build a data base
ensuring proper accounting in each area.
This current year has been stressful with portions of HVAC systems failing at the Library, Police
Station. 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 Capital
projects for the permanent repairs.
Call Attention to:
Staffing:
Facilities is managed through the Public Works Department under the leadership of the Director
of Public Works. Office staff provide assistance with support reporting, accounts payable and
generation of work orders. A mix of Public Works Operations personnel, Board of Education
skilled trades and contractors work to complete this work.
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: Facilities is responsible for 40 accounts to include those of the Fire Stations
(5) and Police Radio Sites (5) and 15 misc. accounts that are locations for Recretaion
and Parks programs. The Transmission rate is $.1027/kwh. The generation rate is
$.1048/kwh.
o Water: There are 33 accounts that we manage. We have not budgeted any rate
increases.
Sewer: There are 20 accounts that we manage. We have not budgeted any rate
increases.
Heating Oil: Currently we have 7 buildings (5 Fire Houses, Library and the Jordan Park
House) that receive heating oil.
o Natural Gas: We 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.

TOWN OF WATERFORD
FY2026 BUDGET REQUEST
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. NFPA 25 for buildings with sprinklers (quarterly), NFPA72 for
building with fire alarms (annual) and NFPA 10 for fire extinguishers (annual are what must be
budgeted for.
HVAC
We have had another challenging year where building systems were taken to the end of their
life (complete failure) instead to the end of their service life. While our team (facility user, HVAC
engineer and Public Works) crafted work rounds, it stressed the approved funding levels.
| want to particularly call out the work cooperation with the Board of Education. Relationships
were reestablished and the scheduling of maintenance work has greatly improved.
Looking ahead:
Our on-call Engineers are finishing up on designing the replacement of the HVAC systems at
the Library, have prepared the review of what HVAC work is needed at the Public Safety
Building and finished the design package to replace the main entrance doors to the Police
Station.

5100 SERIES
FY26 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. The cost of
custodial services is partly 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.
We also have on-call contractors for repairs that are not general maintenance. These are for
plumbing, roofing, electrical issues, overhead doors, and air quality companies.
Electrical Services S 8,807.00
Misc Supplies S 1,832.00
Plumbing services S 8,300.00
$ 18,939.00
ee
y
Sacto Sa at eed tit
G MAINTENANCE
6,000.00
3,547.00
11,850.00
Minor repairs & construction S
ADA Door repairs S
Plumbing services S
Electrical Services S 6,328.00
S 6,970.00
$ 1,245.00
$ 35,940.00
Air quality testing
Tank testing

TOWN OF WATERFORD
FY2026 BUDGET REQUEST
Building Maintenance
CURRENT CONTRACT LIST FOR BUILDING MAINTENANCE =
Vendor Se Type of Work Forcast Budget
A.1.T Water Treatment / Community Center S 756.00
Action Air HVAC maintenance service program S 103,033.00
A&J Generators Generator PM / Maintenance S 18,049.00
Building One Custodial Services S 167,028.00
Central Alarm (ITS) Mandatory Fire Alarm Inspection (HFPA-72) S 7,500.00
Fire Protection Test Mandaotry Fire & Sprinkler protection (NFPA-25) S$ 5,000.00
Frontier POTS (Plain Old Telephone Lines) S 3,400.00
Magna Kleen Police Dept Floor Mats S 1,150.00
Otis Elevator Elevator Maintenance Service Program S 12,019.00
OverHead Door Overhead Door Maintenance S 3,810.00
Primo Water Water Delivery S 1,912.00
MES - Shipman's Mandatory Fire Extinguishers (NFPA - 10) S 6,487.00
Tremco Roof Repairs S 17,511.00
Waltham Chemical Pest Services S 10,171.00
$ 357,826.00
SERVICE CONTRACTS
REPAIRS
$600,000.00
$500,000.00 F
$400,000.00
$300,000.00
$200,000.00
$100,000.00
S- — = : min
10111-52040
FY23 mFY22
&

TOWN OF WATERFORD
FY2026 BUDGET REQUEST
Building Maintenance
FY21 $ 57,821
FY22 $160,082
FY23 $238,733
FY24 $530,736
4 year average $309,850
FY 26 Request $435,000
10111-52090 Heating Oil
This line item is for fuel to heat the town’s facilities.
Heating oil is for the 5 fire houses, the Library and Jordan Park House. The price per gallon is
set at $2.7392/gallon
Heating Oil JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY MARCH APRIL MAY JUNE TOTALGALLONS TOTALCOST
Jordan Fire 871.7 166.2 400 490 950.9 810 452.6 4141.40 $ 12,010.06
Quaker Hill Fire -1 627 201.2 217.8 917.3 1963.30 $ 5,693.57
Quaker Hil Fire - 2 700 | 700.00 $ 2,030.00
Goshen Fire 300 138.9 150 350 536.6 435 1910.50 $ 5,540.45
Oswegatchie Fire 100 720.5 800.1 705.3 685 3010.90 $ 8,731.61
Library 1250 1100 1000 3350.00 $ 9,715.00
Jordan Park House 12.8 47 50.7 550 71.8 690.00 $ 2,001.00
Cohanzie Fire 264.4 204.1 900.6 810.1 450 745 300.2 1425 5099.40 $ 14,788.26
20865.50 $ 60,509.95
HEATING OIL
$160,000.00
$140,000.00
$120,000.00
$100,000.00
$80,000.00
$60,000.00
$40,000.00
iS ES ee a
10111-52090
FY 24 P23 FY22 FY21

TOWN OF WATERFORD
FY2026 BUDGET REQUEST
Building Maintenance
FY21 $ 5,848
FY22 $115,505
FY23 $130,748
FY24 $139,598
4 year average $128,617
FY26 Request $35,000
10111-52091 — Natural Gas
We separated 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. There is
no history on a natural gas line item, because it was new last year. We propose to keep this at
the same number for FY26.
FY23GAS —_ Natural Gas JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY MARCH APRIL MAY JUNE
15 Rope FerryRoad $ 127.13 $ 114.19 $ 202.18 $ 189.22 $ 279.79 $ 543.32 $ 761.65 $ 1,002.30 $1,185.42 $1,081.93 $ 517.21 $ 332.09 $ 6,336.43
1000 Hartford Turnpike $41,032.70 $1,011.42 $ 1,133.39 $1,830.27 $ 3,132.19 $5,024.67 $ 4,752.58 § 5,045.70 $4,285.14 $2,286.76 $1,769.82 $ 31,304.64
1000 Hartford Turnpike $ 209.46 $ 20950 $ - $ ~- $14,417.74 $ 955.37 $ 1,581.61 $ 1,255.26 $1,199.70 $ 835.51 $ 430.27 $ 235.69 $ 8,330.11
24 Rope FerryRoad $ 482.45 $2,596.92 $ 1,372.11 $1,476.58 § 1,923.73 $3,090.91 $ 2,950.55 $ 2,680.22 $2,644.65 $2,103.52 $1,471.24 ”§ 22,792.88
24 Rope FerryRoad $ 182.69 $ 173.06 $ 194.59 § 193.41 § 22418 $ 22841 $ 21511 § 20633 $ 22328 $ 67.71 $ 66.09 $ 64.50 $ 2,039.36
41 Avery Lane $2,270.90 $1,498.67 $1,239.05 $ 5,008.62
$2,034.43 $4,105.09 $ 2,902.27 $3,689.48 §$ 6,977.63 $9,842.68 $10,261.50 $10,189.81 $9,538.19 $8,646.33 $5,753.30 $ 632.28 § 74,572.99
FY24GAS__ Natural Gas JULY | AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY MARCH APRIL MAY JUNE TOTAL
15 Rope FerryRoad $ 150.58 $ 135.57 $ 141.57 $ 246.78 $ 424.92 $ 846.82 $ 1,108.72 $ 1,167.94 $ 1,041.89 $ 802.39 $ 55819 $ 267.55 $ 6,892.92
1000 Hartford Turnpike $1,012.86 $ 856.30 $ 1,018.65 $ 867.84 $ 1,480.15 $2,877.86 $ 3,534.35 $ 4,793.94 $ 4,489.33 $3,387.42 $2,663.12 $1,594.42 $ 28,576.24
1000 Hartford Turnpike $ 424.85 $ 185.20 $ 185.28 $ 257.47 $ 364.64 $ 834.24 $ 1,210.67 $ 1,180.30 $ 1,002.25 $ 854.47 $ 457.21 $ 197.15 $ 7,153.73
24 Rope FerryRoad $ 635.02 $ 417.38 $ 450.22 $1,942.08 $ 1,808.20 $2,462.47 $ 2,943.95 $ 2,613.40 $ 2,205.61 $2,742.69 $2,325.21 $1,749.02 "$ 22,295.25
24 RopeFerryRoad $§ 6359 $ 6358 $ 6294 $§ 7056 $ 69.76 $ 7416 $ 6954 $ 6828 $ 8898 $ 182.80 $ 17821 $ 18435 $ 1,176.75
41 Avery Lane § 427.57 $ 286.67 § 430.14 $1,072.05 $ 988.73 $2,085.09 $ 3,901.91 $§ 2,115.44 §$ 1,951.53 $1,636.71 $1,646.34 $ 59118 $ 17,133.36
204 Boston Post Road § 87.70 $ 165.27 § 170.07 § 413.50 § 813.64 § 475.56 § 475.71 § 373.72 § 285.65 $ 19886°$ 3,459.68
$2,714.47 $1,944.70 $ 2,376.50 $4,622.05 $ 5,306.47 $9,594.14 $13,582.78 $12,414.86 $11,255.30 $9,980.20 $8,113.93 $4,782.53 $ 86,687.93
FY26 Request $95,000

TOWN OF WATERFORD
FY2026 BUDGET REQUEST
Building Maintenance
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 Purchasing Agent gave the following information from Tradition Energy:
Electricity:
o Eversource is on a Performance Based Rate system, a guaranteed rate of
~3%/year
o Supply Rates
December 2025 — December 2027 $.1049/kWh
o Generation Rate $.1027/kWh
FY24 EVERSOURCE KWH HOURS
CHARGES USED ANNUAL SUPPLY DELIVERY
Electric
Town Hall - 15 Rope Ferry Road $50,352.06 298080 $27,393.55 $22,958.51
Police Dept - 41 Avery Lane $67,179.13 394390 $36,256.40 $29,922.73
Dispatch - 204 Boston Post Road $23,133.41 143122 $13,228.89 $10,011.83
YSB - 200 Boston Post Road $14,359.10 76705 $7,049.26 $7,309.87
Community Center - 24 Rope Ferry Road $62,167.22 190271 $31,584.18 $30,583.04
Library - 49 Rope Ferry Road $27,761.91 133200 $12,261.07 $15,526.62
Municipal Complex - 1000 Hartford Turnpike $53,051.55 269,225 $24,522.74 $28,528.60
Southwest School - 51 Daniels Ave $5,321.77 33389 $3,068.50 $2,253.27
Jordon Fire House - 89 Rope Ferry Road $11,113.34 56870 $4,857.83 $5,500.04
Quaker Hill Fire - 17 Old Colchester Road $10,075.56 45467 $4,178.44 $5,892.52
Goshen Fire Dept - 1 Palmer Road $6,753.12 30508 $2,803.68 $3,949.44
Oswegatchie Fire Dept - 441 Boston Post
Road $13,343.52 76160 $6,999.10 $6,344.42
Cohanzie Fire Dept - 53 Dayton Road $11,902.63 69828 $6,417.19 $5,485.44
85 Miner Lane $3,478.29 19856 $1,824.78 $1,653.51
Misc Accounts $12,801.30 36782 $6,138.03 $5,612.66
TOTAL $372,793.91 1873853 $188,583.64 $181,532.50

@ NOUSTRY NN
TOWN OF WATERFORD
FY2026 BUDGET REQUEST
Building Maintenance
ELECTRICITY
$400,000.00
$350,000.00
$300,000.00
$250,000.00
$200,000.00
$150,000.00
$100,000.00
$50,000.00
10111-52100
mFY23 MFY22 MFY21
FY21 $ 64,968
FY22 $366,452
FY23 $358,595
FY24 $379,682
4 year average $368,243
FY26 Request $ 375,000

TOWN OF WATERFORD
FY2026 BUDGET REQUEST
Building Maintenance
10111-52110 Water
This line item pays for water to Town Buildings and structures.
$30,000.00
$25,000.00
$20,000.00
$15,000.00
$10,000.00
$5,000.00
10111-52110
FY24 FY23 FY22 MFY21
FY21 $ 1,706
FY22 $18,424
FY23 $21,332
FY24 $26,556
4 year average $22,104
FY26 Request
$22,000

TOWN OF WATERFORD
FY2026 BUDGET REQUEST
Building Maintenance
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. This pays for the sewer usage for Town Buildings and structures.
$30,000.00
$25,000.00
$20,000.00
$15,000.00
$10,000.00
$5,000.00
TOT11-52120
mMFY24 FY23 mFY22 FY21
FY21 $ 3,369
FY22 $24,023
FY23 $24,084
FY24 $26,617
4 year average $24,908
FY26 Request $26,000

5300 SERIES
10111-53020 — Other Supplies
This line item is now specifically for paper products needed for the Town Hall, Youth
Service Building and the Municipal Complex. All other locations are budgeted through the
respective departments.
Description
Each | Order Value
Towel Roll 1150 ft Scott 6 22 132 | $103.86 | $2,284.92
Towel 11X8 White 30 ) $39.70 $0.00
Kitchen Towel Roll White 12 8 96 | $41.28 | $330.24
Toilet Tissue Compact Coreless 36 17 612 | $90.85 | $1,544.45
Tissue compact coreless roll 18 7 126 | $70.72 | $495.04
Facial Tissue 30 4 120 | $49.55 $198.20
Handwash Foam 2 10 20 | $54.18 | $541.80
Purell Hand Sanitizer 2 0 $76.51 $0.00
Liner Can Clear 24X33 10 7 70 | $31.95 | $223.65
Liner Can Natural 24X33 20 5 100 | $44.50 | $222.50
Liner Can Natural 40X48 10 4 40 | $55.70 | $222.80
Liner Can Black 38X58 10 3 390 | $49.62 | $148.86
Bags Waxed for Sanitary Napkin 10 0 | $34.80 $0.00
Urinal Screen i, 1 1 $13.10 $13.10
Liner Can 23X31 20 0 $40.10 $0.00
Liner Can Black 38X58 55 GAL 10 6 60 | $45.05 | $270.30
Liner Can Black 38X58 60 GAL 10 2 20 | $45.20 $90.40
VB Tissue (3.3X1000FT) 12 1 12 | $41.42 | $41.42
VB Kitchen Towel 12 2 24 | $41.28 $82.56
Towel 400FT White 6 1 6 $38.71 $38.71
$6,748.95

TOWN OF WATERFORD
FY2026 BUDGET REQUEST
Building Maintenance
OTHER SUPPLIES
$9,000.00
$8,000.00
$7,000.00
$6,000.00
$5,000.00
$4,000.00
$3,000.00
$2,000.00
$1,000.00
S- Set ——————E SCO
10111-53020
mFY24 FY23
FY21 $8,432
FY22 $7,753
FY23 $6,393
FY24 $6,704
4 year average $6,950
FY26 Request $7,000

TOWN OF WATERFORD
FY2026 BUDGET REQUEST
Building Maintenance
5500 SERIES
10111-55030 —Public 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 both materials and
work performed by either BOE labor or outside contractors hired to complete specialty
work. These projects are managed by Building Maintenance.
PUBLIC IMPROVEMENTS
$30,000.00
$25,000.00
$20,000.00
$15,000.00
$10,000.00
$5,000.00
S-
10111-55030
FY24 1FY23 1FY22 mFY21
FY21 $27,012
FY22 $11,175
FY23 $ 3,041
FY24 $ 4,982
4 year average $6,399
FY26 Request $ 25,000

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