Board of Finance Budget Hearing Agenda (PDF)
agenda center agenda
| Board/Commission | Board of Finance |
|---|---|
| Meeting Date | March 17, 2021 |
| Pages | 134 |
| File Size | 10.2 MB |
| OCR Status | Searchable (OCR processed) |
| Source URL | Original |
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FIFTEEN ROPE FERRY ROAD
WATERFORD, CT 06385-2886
PHONE: 860-442-0553
www.waterfordct.org
BOARD OF FINANCE 23
AGENDA ae
Waterford Town Hall Wednesday, March 17, 2021,
Budget Hearing Zoom Meeting @ 7:00 p.m"
Topic: Board of Finance Budget Meeting
Time: Mar 17, 2021 07:00 PM Eastern Time (US and Canada)
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Meeting ID: 892 0796 4277
Passcode: 222698
Find your local number: https://usO2web.zoom.us/u/kqKoVnvz2
1. Call to Order
2. Public Comment
3. 10111 — Building Maintenance
4. 10130 — Public Works
5. 10138 — Capital Improvements
6. 10139 — Debt Service
7. 10140 — Transfers to Capital and Non-Recurring Expenditure Fund
8. Adjournment
Ronald Fedor, Chairman
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Town of Waterford
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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 smail 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.
Public Works
Senior Services
Recreation & Parks
Emergency Management
Police
Fire
Library
Youth & Family Services
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 eg
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
090000000 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 4
Fiscal Year 2022
Town of Waterford
5100 SERIES
10111-51140 — Municipal Facilities Manager $76,500
10111-51910 — Fringe Benefits $ 675
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
® 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
2,
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
Ce,
Building Maintenance
Fiscal Year 2022
Town of Waterford
DEPT/AGENCY:
10111
BUILDING MAINTENANCE
PERSONNEL COSTS
51140 FACILITIES COORDINATOR 76,500 76,500
51910 FRINGE BENEFITS 75 73
51920 FILCA 35,858 5,858
| SUBTOTAL 82,433 0 82,433
SERVICES
52010 ADVERTISING* 1,020 1,020
52040 SERVICE CONT. & REPAIRS 61,357 171,360
32090 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 0 678,745
MATERIALS & SUPPLIES
53020 | OTHER SUPPLIES 10,000 8,000
| SUBTOTAL 10,000 0 8,000
IMPROVEMENTS
BUILDING
35030 IMPROVEMENTS 27,000 9,692
| SUBTOTAL 27,000 0 9,692
DEPARTMENT TOTAL 253,045 0 778,870
Building Maintenance
Fiscal Year 2022
Town of Waterford
TOWN OF WATERFORD
PERSONNEL WORKSHEET - Building Maintenance
2021/2022 FISCAL YEAR
_LINES1920
Sere
aes
Vacant {Municipal Facilities Manager j $76,500.00 76,800
OpojloCloyo|o
TOWN OF WATERFORD.
FRINGE BENEFIT WORKSHEET _
2021-2022 FISCAL YEAR
Municipal Facilities Manager .
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
; . SEENOTE
NOTE
This amount should be added to the amount of FICA calculated on your salary worksheet
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* Conditions ofthe maintenance. and peripdic itispection agreenient are as- follows;
a)
{2)
(4)
{5).
Agreed and accepted on this day. of
The program. covers normal maintenance limited to routine inspections, adjustments; lubrication and tightening of fasteners. It does
notinghide replacement parts or the labor foF their installation: if required after inspection:
Pertodic inspections and maintenance as outlined’herewith will be conducted ag per tlie schedule:noted:for each of the thdicat ed items.
(lace an S for Sectional Doois, R.for Rol ling Doors or L, for Loading Doek Ee
Monthly ; Semi-Anitually
This program will cover _G ‘sectional doors,
sheets. This. program will als
OPTIONS:
ipment | sesidé the-applicable inspection.periad);
| - © Other (epecify)
Quarterly: . Anheally... __X__
rolling ‘doors.and___6 ___door operators, as detailed on. the following data
dock, sealsand . _ dock: Shelters, The total sum for'periodic:
inspections shall be $1,250.00: (This: total is based on ari hourly yale. of $80.00 pér mai-hour plus tax & aiiscellanedus costs):
t. dock levelers.
Please indicate which of the following options will apply to this agreement in refererice fo repair work recominended afer | ‘nspectiatis
are completed?
_._._(A) Necessary minér replacement'parts up to the ahountof $
maintena
.__{B)
will be installed wheit: ‘performing preventive
¢ and invoiced as extra.to-the apreed upon periodic fee for preventive maintenance inspections.
detailed list of reconiinended teplacement parts: will be supplied after each, Inspection witha quoted price for: parts and
installation: “Authorization must be obtained prior to proceeding with installation
Work perfottned under this agreement will be‘Accdmplished ‘during normal: warking houts between 8:00.A.M: and:4:00:2M.
Monday. through Friday.. This. agreemelit:daes, not cover. einergency
$120.00 per.man-hour for calis.digpatebed §
call isrecbived after 4:00_P.M. and will be pe
weekends. and holidays.at the rate of $166: 00:
The Préeventivé Maintenance Prograni will not Gove
Daniagé to doors, operators or loading d
Any electrical problems created by insuffie:
Overhead Door Company of. Notvieli; lucashall net Le table for spetifio, | invidéutal or consequentié “ug
he. following:
uipnient.
at voltage or iricorrect hook-up.
rvice calls, which will be handled at our emergenty rate of
‘ P.M. and 3:00.A.M, Overtime rates shall comitience when ary
the rate: of $120.00 per man-hour, Special overtime:rates will apply on
man-hour,
Hages or lossés-caased by ay
acts: beyond the reasonable:control of Overhead Door Company of Norwich, Inc, misuses. or-abuseof'the doors, door operators or
loading dock equipment by others. ©
Service will not be rerideréd under this agreement in any case that the customer Has a:past-due account,
‘Itis agreed that either party will have the right to caricel this prograin at any titne-with written notice,
Thi #8 agreement shall not become effective util the equipment is inspected and:accepted by Overhead Door Company of Norwich,.
Tne.
_ Waterford Public Works/New Building #1
Company Name:
Signature
Title:
_1000 Hartford Tu imnpike, \Waterford
Address:
860-444-5864/860- AA2- 9037 _
2020,
‘Phone/Fax:
935 Baty
Overhead Door Company of Norwich
Company Neme:.
Jow cone
Sales Depa tment
Titles
88 Route 2A Preston, €t06365
a Address:
come
~ Phone/Fax:
off werranty May O34
CONDITIONS OF AGREEMENT -
( ~ Conditions-of the maintenance and perlodi¢ inspection agreement are as follows:
(1)
(2):
S).
(6)
7)
‘até completed.
‘maintenance. and invoicedas extra fo the agreed upon per ‘iadic fee for preventive maintenance inspections.
“Work performed under this agreement will Le agcomiplished during normal working.
ies 20,00 per
‘The program, covers normal ma intenance:liniuted'te routine inspections, adjustments, lubrication and tightening of fasteners... It does
not includé réplacenient parts or the labor for their installation; ifrequited after ing pection.
Perlodic inspections and maintenange'as, outlined herewith will be conducted as per the schedule noted for each of the indicated items |
(place an S for Sectional Doors, R for Rolling Doors or L for'Loadirig Dock Equipment beside the appiicable inspection pe: iod).
Monthly pen ilantes maa _. Other (specify) i
Quarterly, Afinially xX
‘This program will cover__S'__sectional doors;___tolling doors.and__5 door operators, as detailed on the tollowitig. data
sheets, This program will also cover doc ‘dock sealsand_ dock shelters, ‘The total sum for periodie
inspections shall be'$680.00 (This total is based oh an n hour ly rate of $80, 00 per ‘man hour plus tax & miseellanedus costs):
Please indicate:which.of the followtig optitns will apply to this agreement in reference.to repair work. recoramended after inspections
____ (A) Necessary minor replacement parts up fo the-amount of $ sill bé installed when performing preventive
08) A-detailed list of recamniiended cement paris will be supplied after each inspection. with a quoted price for parts and
fnstallation, Authorization must. be-obtainéd prior to proceeding | with installation.
Monday through Friday. “‘This-agreemient doesnot cover emérgenc setvice éall
rfaan-hour for calls dispatehed between the hours'of 4:00_ P.M, and
PM ed-at the rate of 8: 120. 005 P
weekends and holidays at the rate of $160.00 00 per mati-hout,
; Ovartiivie rates shall ¢commence velien any
Spécial overtinié rates will applyon
The Piéventive Maintenances Program will not Gdver the. following:
Damiageé:to doors, operators or loadi ing: ‘dock eqiipment.
Any électr ical problems created by insufficient voltage or incorrect haok-up.
Overhead Door Compatiy of Narwich, Ine. shall nol be Hable for. speoilie, incideital a? consequential damages or losses caused by aity
acts-beyond the-reasonable-control of Overhead. Door Company of Norwich, Inc. misuses-or abuse of the: doars, door operators or:
loading dock equipment by others.
Service will not be téadered under this agreement in any-case that the customer has a past due account,
Itis.agreed that ¢ither party will have the ght to-cancel this program at any time with written notice,
“This agreenient shall not beconié effective until the equipinent is Inspected and.aecepted by Overhead Door Coutpaity-of Norwich,
Tre.
Agtéed atid acceptéd-on- this, day of 2620.
Waterford Public Works/New Building #2 _ Overhead Door Company of Norwich
Company Namie: Comipdry Nanie: :
Joe Corrow
Signature ~~ . "Signature , i
_Sales Departinent |
1000 Hartford Turnpi ike, Waterford . 88 Route 2A Preston, ct 06365
Addrésss: : Address:
860-444-5864/860-442- 9037_ 860- 883- 2848 / 860-889-7711
Phone Fax? Phone / Fax:
i
3
will come off waranty Jan.203:
a4.
CONDITIONS OF AGREEMENT
C Conditions of the maintenance and periodic inspection agreement are as follows:
a)
Me
(2)
@)
(4)
(5)
(6)
(1)
The program covers normal maintenance limited to routine inspections, adjustments, lubrication and tightening of fasteners, It does
not include replacement parts or the labor for thelr installation; if required after inspection.
Periodic inspections and maintenance as outlined herewitl will be conducted as per the schedule noted for each of the indicated items
(place an S for Sectional Doors, R for Rolling Doars or L for Loading Dock Equipment beside the applicable inspection period):
Monthly Semi-Annually Other (specify) ok
Quarterly Anntally x :
This program wi r 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 how's 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_4.M, Overtime rates shall commence when any
call is received after 4:00_P.M, and wil] 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 Hable for specific, incidental or consequential damages or lusses 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
i
Signature Signature t
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:
‘Poli Dept:
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