Board of Selectmen - 65 (02/08/2022)
agenda center attachment
| Board/Commission | Board of Selectmen |
|---|---|
| Meeting Date | February 08, 2022 |
| Pages | 16 |
| File Size | 3.8 MB |
| OCR Status | Searchable (OCR processed) |
| Source URL | Original |
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Full Text (OCR Extracted)
TOWN OF WATERFORD
GENERAL FUND
2022-2023 PROPOSED BUDGET
DEPT/AGENCY:
10111
BUILDING MAINTENANCE
51140
FACILITIES COORDINATOR
52,927
76,500
36,346
76,500
0
0.00%
51810
OVERTIME
0
0
0
0
0.00%
51910
FRINGE BENEFITS
0
75
63
75
0
0.00%
0
24
1,020
387
0
(1,020)
-100.00%
52040
SERVICE CONT. & REPAIRS
57,821
171,360
(1,500)
111,231
195,178
23,818
13.90%
52090
FUEL OIL/NATURAL GAS
5,848
129,061
30,250
130,000
939
0.73%
52100
ELECTRICITY
64,968
343,343
166,342
398,278
54,935
16.00%
52110
WATER
1,706
12,186
8,893
15,725
3,539
29.04%
52120
SEWER
3,369
21,175
5,920
21,775
600
2.83%
53020
OTHER SUPPLIES
8,432
8,000
7,617
4,000
(4,000)
-50.00%
55030
BUILDING IMPROVEMENTS
27,012
9,692
1,500
10,560
5,000
(4,692)
-48.41%
INTER-OFFICE MEMORANDUM
TOWN OF WATERFORD
To:
Kim Allen, Finance Director
From:
Gary J. Schneider, Director of Public Works
Date:
January 20, 2022
Re:
Building Maintenance FY23 Budget Memo
It has been requested that the Department review the Building Maintenance
Budget and attempt to lower the budget request to reach a zero dollar increase
over the adopted FY 22 budget.
This would require an $181,202 decrease in
the request submitted to the Finance Director.
The Department will be submitting a revised budget with the following reductions:
52010 Advertising (-$1,050): Recommend only using the Town website for
advertising
52030 Professional Fees (-$37,000): Assign the cost of environmental testing of
the Municipal Complex to the Bond Issue. There is the requirement to perform
this testing for several years, the exact end date is not known. It depends on the
test results in the outlaying years.
62040 Service Contracts and Repairs: (-$44,666 total of the following): From the
detailed list submitted on page 4, the following changes are:
e
Elevators: (-$9,970): Leaving $750 for the State Permitting of 3 elevators. The
Department’s request for funds to rehab the elevators (if approved by the RTM)
should eliminate the calls for repairs during FY 23.
e
Fire Extinguisher Repairs ($-1,000): Inspections will be assigned to staff, leaving
funds just for the static testing and recharge of units.
e
Maintenance/Repairs ($-15,696) Although this is a projection, the Department is
still working through years of maintenance neglect.
e
Custodial Services: ($-10,000). The original number requested was from the
current bid pricing. Will negotiate a reduction is services
e
HVAC Preventative Maintenance ($-11,000). Assumed reduction.
e
Bottled Water (-$2,000) Public water is provided to each building. Departments
through their budgets can pay for the bottled water.
e
Overhead Door: (-$5,000). Assumed reduction.
527100 Electricity: ($0) This line iter should not be reduced. The requested
number is based on what the bills are showing us for FY 22 and just multiplied by
the 16% rate increase negotiated by Purchasing. (To negate the $54,935
increase, that equates to the power consumed by the Police Department or the
Community Center for one year).
52110 Water (-$3,000) Assumed reduction.
53020 Other Supplies (-$4,000) Assumed reduction
55030 Building Improvements (-$5,000): Assumed reduction
All of these result in a reduction of $104,716. Without the 16% increase in
electricity, this budget would approach $0
Building Maintenance
FISCAL YEAR 2023 BUDGET
Town of Waterford
Building Maintenance
<a
Fiscal Year 2023
Town of Waterford
Opening Statement
With emphasis on public and employee safety, excellent customer service and
efficiency, this Department provides maintenance, repairs, after-hour emergency support, building
automation, utility management and custodial services to our buildings and structures allowing
employees, residents and the genera! public access to clean and safe public buildings. It assists Town
Departments, managing their facility matters and assisting in capital budget development, all of which
ensures that the facilities are available for their programs.
Working with a customer first attitude, staff work every day not to simply manage the routine
functions of the department, but to make it one of the best in the region.
BUDGET FUNCTION
Building Maintenance is more than 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. It is really Facility Management.
The goal of Facility Management is to provide a building that is inviting, providing a sense of welcome
C
and arrival at the entrance. It must have a community orientation. Customers must feel comfortable
:
using the services ait 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 they work
out of,
The vision for this Department is to be proactive, not reactive. This will take several years due to the
backlog of maintenance and repairs, lack of dedicated staff to the facilities effort and lack of capturing
data.
Components of a well-managed facilities program encompasses:
Preventative Maintenance Schedules
Repair Protocols
Space Needs Programming
Energy Audits
Facility Inspections
Alarm Testing
Inventory Control (Asset Tracking)
Custodial Methods
Life Safety Systems
Security Systems
ADA (Barrier Free Buildings)
Environmental Permit Compliance
Indoor Air Quality
C
Building Code Compliance
;
Capital Projects (New and Renovations)
os
@
e@
@
@
@
@
Building Maintenance
. 3
Fiscal Year 2023
Town of Waterford
C
The following facilities are assigned to this Department:
Town Hall
Library
Emergency Operations Center
Community Center
Youth & Family Services
Police
Municipal Complex (including all buildings on the property)
Jordan Park House
Nevins Cottage
Eugene O'Neill Theater (assistance as needed)
Southwest & Cohanzie Schools (abandoned properties)
ooo
000
0000
(9)
The budget presented is primarily an operations (fixed costs) budget. Tne Department is obliged 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 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.
Unlike last year’s budget where costs were extracted from numerous department budget requests, the
budget for FY 23 was built on solid but limited data. Using the first quarter of FY 22’s budget, we
projected to the end of the current fiscal year the expenditure requests. Using this as the base, we
applied known or projected rate increases which produced the FY 23 budget request.
C
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 requests in the past. Any attempt
to separate out these costs would be labor intensive and questionable to its accuracy. We will build
that data base ensuring proper accounting in each area.
Staffing: Under the direction of the Public Works Director, a Facilities Maintenance Coordinator
manages the Facilities. This is the only person assigned to this Department. Comparison in this area
from the current year to the proposed must take into account that the current employee was hired well
into the fiscal year, the position was open for several months after the previous employee left this
position to go back to being an Assistant Building Official. The salary is determined by the Bargaining
Union contract.
Facilities uses the time from the Public Works Office Coordinator for support staff.
Facilities is responsible for the utilities (Water, sewer, heating oil, natural gas and electricity)
consumed at the buildings listed as well as the 5 Fire Stations.
Electricity: The Finance Department has entered into a 5 year fixed price for the purchase of
electricity. Our current rate was $.0781/kwh. The new rate is $.0919/kwh, a 16% increase. This is for
generation only. Transmission rate (Eversource) will be set in early of 2022, so any impact to the
budget is unknown. Facilities is responsible for 40 accounts to include those of the Fire Stations and
Police radio sites (5).
C
Water: We have 22 accounts that we manage. We have not budgeted any rate increases. Veolia will
review rates in early 2022.
Building Maintenance
4
Fiscal Year 2023
Town of Waterford
Sewer: We have 14 accounts that we manage. We have not budgeted rate increases.
C
Heating Oil/Natural Gas: Currently we have 10 buildings that receive heating oil. We have 5
locations with Natural Gas.
.
Solid Waste/Recyciables: The Public Works Department provides the containers and collection
services and disposal costs. These costs are included in the Public Works Budget.
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 ait all the facilities
that they adhere to the Town’s purchasing requirements and we can 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.
Building Maintenance
Fiscal Year 2023
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
FY23 Request
$82,433
TOWN OF WATERFORD
PERSONNEL WORKSHEET - BUILDING MAINTENANCE
2022-2023 FISCAL YEAR
LINE
51920
HOURS
TOTAL =| ‘PAYROLL
WORKED/ ; HOURL
SALARY | SALARY
EMPLOYEE
TAXES
DATE OF HIRE
POSITION
WEEK
Y RATE
2021/2022
2022/2023
LONGEVITY
SALARY
(B.IC.A)
Facilities
3/18/2021
Manager
35 | 36.78
52,927
76,500
0
76,500
5,852
0
0
0
Gj
51810 -
OVERTIME
0.00
0.00
51910 -
re
BENEFITS
75.00
6
TOTALS -
DEPARTMENT
76,575.00 | 5,858.00
WORKDAY
WEEKSTO
S 2022/2023
BUDGET
261
§2.2
LINE
51910
LINE 51920
TOTAL
FRINGE
PAYROLL
CLOTHING
HRA
BENEFIT
TAXES
POSITION
ALLOWANCE | FUNDING
Ss
(F.IC.A)}
Facilities
Manager
75.00
75.00
5,74
0.00
0.00
TOTAL -
FRINGE
BENEFITS
75.00
0.00
75.00
5.74
SEE NOTE
NOTE
This amount should be added to the amount of FICA calculated on your salary worksheet
Building Maintenance
Fiscal Year 2023
Town of Waterford
5200 SERIES
10111-52040 — Service Contracts and Repairs
The primary method to minimize repairs are annual service contracts. Contracts include
services for HVAC maintenance, pest control, boiler and fire system inspections and
generator maintenance.
Custodial services provided to Town Hall, Public Works/Utilities, Youth & Family Services and
the Public Safety Building are included in the Building Maintenance Budget. The Library,
Community Center and the Police Station have provided these services in their budgets.
Custodial services are the bulk of the costs associated with this line ($72,000). The cost of
custodial services is offset by a funding agreement between the Town and Board of Education.
The funding for the custodial services at Town Hall, is by a transfer from the BOE and is not
included in the budget request. These funds are provided from the BOE in an annual transfer.
The Facilities Manager’s responsibilities include being on-call to address building emergencies
that occur outside of regular business hours. The position also requires significant time in the
field.
A mobile phone is a critical tool to maintain efficiency when working at locations
throughout Town.
The following are charges included in this line item:
e
Pest Control
$ 10,000
e
Maintenance/Repair
$ 93,000
e
Fire Extinguisher Inspections
$
1,000
e
Fire Alarm Testing
$
5,500
e
Sprinkler Maintenance
$
1,928
e
Elevators
$
750
e
Generator
$
1,000
e
Custodial Services
$ 72,000
Total
$
185,178
FY23 Request
$185,178
(
| a
Building Maintenance
7
Fiscal Year 2023
Town of Waterford
10111-52090 Heating Oil / Natural Gas
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 there hasn't been a full year to
gauge the usage for this building. Facilities that currently use natural gas are the Municipal Complex,
Town Hall and the Community Center. Planned for the future is to add gas to the Police Station,
Public Safety and Library.
FY23 Request
$130,000
as
ST
_
SEPTEMBER:
OCTOBER.“
NO
Rope Ferry Road
57952938033
135.15
§
137.89
$
159.04
$
$
137.79
$
1000 = Hartford Turnpike
57741019087
$
953.30
$
914.85
$ 1,020.49
§ 1,239.32
1000
Hartford Turnpike
57737500033
$
169.72
$
169.99
S
209.69
$
269.91
24
= Rope Ferry Road
57901760033
$
416.29
$
416,29
$
529.52
$
859.10
24
Rope Ferry Road
57010700052
$
151.65
$
150.78
$
153.40
$
168.28
$ 1,828.75
$ 1,787.06
$ 2,050.99
$ 2,695.65
$
270.77
Dispatch Center
2531.9
2436.6
Jordan Fire
135.4
Quaker Hill Fire -1
300
150.1
Quaker Hill Fire - 2
2
2.2
Quaker Hill Fire - 3
121.9
Goshen Fire
240
65.2
Oswegatchie Fire
41125
330
Library
250
Jordan Park House
165.6
Building Maintenance
. 8
Fiscal Year 2023
Town of Waterford
10111-52100 Electricity
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 FY23 is based on the average paid so far in FY22 by this
Department.
FY23 Request
$398,278
BY 22 0
ELECTRIC | “ACCOUNT #
iy. AUGUST
SEPTEMBER "OCTOBER:
41
Avery Lane
51735403099
$
5,649.37
$
5375.47
$
5347.76
$
492055
$ 4,701.52
Avery Lane
51438652091
$
161
§$
-
§
2417
204
Boston Post Road
§1345652085
$
1,431.89
$
1365.03
$
1,356.25
$
1,414.71
Boston Post Road
51788882082
$
43.40
§
21.60
Boston Post Road
51302752019
$
45.30
§
-~
§
51.28
200R
Baston Post Road
54108652033
$
17496
$
158.61
§
88.91
$
81.52
200
Boston Post Road
51364952028
$
248.78
= §
377.80
§$
273.84
200
Boston Post Road
§1947952073
$
45.40
¢
45.31
§
46.87
§$
47.85
~
441
Boston Post Road
51588882084
$ 1,087.19
$ 1,215.50
$ 111828
$§ 1,074.21
C
204
Boston Post Road
51493062004
$
123246
$
1,11136
$
971.53
§$
767.38
204
Boston Post Road
51345652085
$
1,306.58
200
Boston Post Road
61292603006
$
$
966.96
§$
816.73
51
Daniels Ave
51067819029
$
27.01
§
13.49
51
Daniels Ave
51602094070
$
281.14
§$
258.37
§
250.27
§
228.77
51
Daniels Ave
51748029063
3
844.73
$
269.02
$
461.92
$
409.73
53
Dayton Road
51841915044
$
345.56
$
361.29
§
363.38
8 §$
292.61
$
265.57
53
Dayton Road
51095836014
$
988.27
$
963.36
$
1,01708
$
902.50
$
705.59
51
Dayton Road
51739034072
$
49.33
$
48.94
§$
45.38
$
45.52
36
Fargo Road
51748074077
$
367.16
§
376.77
§$
367.68
§$
32869
$
332.51
63
Goshen Road
51302136023
$
639.90
§
682.08
§$
739.31
§
590.83
305
Great Neck Road
51970062006
$
66.02
$
69.31
1000
Hartford Turnpike
51992298059
$
4,349.80
$
4,748.51
$
4,885.84
$
3,930.81
$
3,510.39
{000
Hartford Turnpike
51268828076
$
51.39
§
51.76
$
53.23
$
51.41
§
95.97
1000
Hartford Turnpike
51550057004
$
49.33.
§
49.70
$
50.15
$
50.20
$
50.04
377.5
Mago Point Way
61376503041
$
60.38
$
-
$
60.04
85
Miner Lane
51942115072
$
265.44
§
232.69
$
237.23
$
229.60
$
218.69
85
Miner Lane
51833528011
$
44.09
$
44.00
- $
44.00
§$
44.00
Niantic River Road
51477003016
$
16.73
§
16.71
Oil Mill Road
51069782019
$
32.94
§
32.90
§$
32.65
$
33.17
,
17
Old ColchesterRoad
51387852056
$
861.50
§
686.06
§$
951.86
§
650.03
$
611.88
a
15
Rope Ferry Road
51719852014
$
4,543.89
$
444552
$
4,746.76
$
3,677.39
/
49
Rope Ferry Road
51607852027
$
3,206.83
$
3,260.59
$
3,355.29
§
2,736.43
Building Maintenance
Fiscal Year 2023
~
Town of Waterford
89
Rope Ferry Road
51074936006
$
«1,046.89
$
99748
§
1,133.81
$
869.60
72
Rope Ferry Road
51635752068
= $
14.28
§
14.28
$
14.17
3
14.38
69
Rope Ferry Road
51100952076
$
49.10
$
50.77
§$
45.10
24
Rope Ferry Road
51472034065
$
5484.70
$
6,611.28
$
4,710.86
$
2,765.92
55
Rope Ferry Road
51226676096
$
10.23
$
10.01
$
9.83
38
South Bartlett
51701144032
$ «= 386.93
§
30962
$
31128
$
24542
$
231.23
26
Sunshine Road
61072652076
$
85.39
§
75.95
$
140.25
§$
70.44
$
72,10
739
Vauxhall St Ext
51355552019
$
49.24
§
48.10
§
4790
$
49.34
$ 34,138.56
$ 34,389.44
$ 34,238.08
$ 27,498.78
$11,789.64
10111-52110 Water
They bill the accounts quarterly.
FY23 Request
$15,725
9625-021282
-
15
Rope Ferry Road
$
$
C
55B Rope Ferry Road
9625-021304
$
17.21
$
46.
24
Rope Ferry Road
9625-027354
$
327.45
$
347.
49
Rope Ferry Road
019993-021298
$
229.94
$
227.:
41.
Avery Lane
0665-008898
$
244.47
5
244.
63
Goshen Road
08853-014028
$
69.47
$
93.:
24
~Rope Ferry Road
5773-027352
$
1,217.30
200
Boston Post Road
2639-010272
$
85.94
204
Beston Post Road
002647-016280
$
329.86
$
330.:
89
Rope Ferry Road
020013-021316
$
203.03
$
6207.
55
Rope Ferry Road
00645-021302
$
14.80
O
Rope Ferry Road
000645-028397
$
18.24
GO
AveryLane
000645-008878
$
14.80
176
Boston Post Road
000645-010256
$
74.44
15R
Rope Ferry Road
000645-021284
$
75.11
41R_
Avery Lane
00671-008900
$
134.69
53
Dayten Road
005921-012396
$
126.92
0
Hartford Road
009553-014696
$
398.72
1000
Hartford Road
008625-014768
$
195.30
441
Boston Post Road
002771-010404
$
346.45
17°
Old Colchester
016509-018856
.
Q
Sunshine Road
022619-023258
L
3,411.53
$ 41,067.39
Building Maintenance
10,
Fiscal Year 2023
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.
FY23 Request
$21,775
204
Boston Post Road
06-000074
$
522.05
1
Palmer Road
06-0003915
$
131.00
89
Rope Ferry Road
06-0000336
$
170.50
444
Boston Post Road
06-0004507
$
546.20
24
Sunshine road
06-0004486
$
90.00
17
Old Colchester Road
06-0004437
$
128.50
§3
Dayton Road
06-0000600
$
343.25
1000
= Hartford Turnpike
06-0004724
$
1,258.00
49
Rope Ferry Road
06-0000727
$
229.00
~
24 Rope Ferry Road
06-0000757
$
518,55 C
51
Daniels Ave
06-0003191
$
283.75
1&8
Rope Ferry Road
06-0001574
$
558.80
41
Avery Lane
06 0004385
$
593.80
57
Rope Ferry Road
06-0001292
$
45.00
$
+
§
-
§
-
$
5,418.40
Building Maintenance
Si
Fiscal Year 2023
Town of Waterford
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, first-aid kits for offices, keys,
and custodial supplies.
FY23 Request
$4,000
5500 SERIES
10111-55030 — Building Improvements
C . .
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 with
BOE labor and both materials and work performed by outside contractors hired to complete
specialty work. These projects are managed by Building Maintenance.
" FY23 Request
$5,000
Building Maintenance
ee
Fiscal Year 2023
Town of Waterford
C
TOWN OF WATERFORD
GENERAL FUND
2022-2023 PROPOSED BUDGET
DEPT/AGENCY:
10111
BUILDING MAINTENANCE
"51140 | FACILITIES COORDINATOR -
52.927
76,500
76,500
0
0.00%
51810 | OVERTIME
0
0
0
0
0.00%
51910 _| FRINGE BENEFITS
0
75
75
0
0.00%
51920
| FLCA
4.014
5.858
5,858
0
0.00%
52010
| ADVERTISING
24
1,020
0
(1.020) | -100.00%
52040 _| SERVICE CONT. & REPAIRS
57.821
171,360
195.178
23,818
13.90%
52090 _| FUEL OIL/NATURAL GAS
5,848
129,061
130,000
939
0.73%
52100 _| ELECTRICITY
64,968
343,343
398,278
54.935
16.00%
(
52110 | WATER
1,706
12,186
15,725
3,539
29.04%
52120 | SEWER
3,369
21,175
21,775
600
2.83%
53020 | OTHER SUPPLIES
8.432
8.000
4,000
(4.000)
~50.00%
BUILDING
55030 _| IMPROVEMENTS
27,012
9,692
5,000
(4.692)
-48.41%
Building Maintenance
Fiscal Year 2023
Town of Waterford
PROPOSED REVENUE BY DEPARTMENT
GENERAL FUND
2022-2023 FISCAL YEAR
All revenues from each department must be listed in the following categories. Please add any revenue
lines that are not listed below.
DEPARTMENT: Building Maintenance
2019-2020
2020-2021 | 2021-2022 | 2022-2023
LINE ITEM
ACTUAL
ACTUAL
YTD
PROPOSED | VARIANCE
Waterford Board of Education
0
Shared Use of Town Hall
71,671
71,671 | 63,836.61 | $67,794.69
3,958.08
0
0
0
0
0
TOTALS
71,671
71,671
63,837
67,795
3,958