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Home My WebLink About2017-01-10 Board of Selectmen HandoutOFFICE: (781) 942 -5492 FAX: (781) 942 -5436 Email: jhuggins @ci.reading.ma.us MISSION STATEMENT Town of Reading 16 Lowell Street Reading, MA 01867 -2685 c -ece r V�,,,d. i// �" Joseph P. Huggins DIRECTOR OF FACILITIES The Facilities Department Mission is to support the Town's Educational and Municipal Government functions. This mission is accomplished through the quality driven delivery of Facilities Services in a timely and cost effective manner along with exceptional customer service. Facilities Staff members strive to maintain an efficient, safe, clean, attractive and inviting environment for all public associated with the Town of Reading. The Facilities Department also provides the necessary services to facilitate building use for interior and exterior users. DEPARTMENT OVERVIEW The Facilities Department is responsible for the repair, maintenance and capital improvements of eight (8) School Buildings and nine (9) Municipal Buildings totaling 1.1 million square feet of space. The Department manages a staff of tradesmen made up of an electrician, plumber and carpenter. The additional trade disciplines are outsourced through service contracts. Cleaning of the buildings is accomplished with a staff of twenty three (23) full -time custodians. Contracted cleaning is utilized at two (2) schools: RMHS, Coolidge Middle School; and four (4) town buildings: Town Hall, Reading Public Library, Pleasant Street Center and the Police Station. ESSENTIAL TECHNOLOGY UTILIZED Computerized Maintenance Management System SchoolDude Web Based Platform Maintenance Direct — Work order system used to enter and track work requests made by staff and building users. Facilities Direct — Utilized to schedule school rentals and invoicing. ITS Automation — Implemented in the fall of 2016. FS Automation links school rentals into Town Energy Management System Software turning HVAC Systems on and off as needed Critical Alarm Automation — Monitors key points on the Town's Energy Management System. Sends out email /text and produces a work order which is crucial in early warning. System provides 24 hour monitoring of vital systems. Utility Trac Plus — Implemented in the fall of 2016. Utility Trac enables the department to track energy usage and costs across all utilities and identify trends on consumption and spending. EMS — Energy Management System — The department employs EMS to manage the building heating, cooling and ventilation systems. Proper scheduling and control are essential to managing consumption. 2 Work Order Management Asset Inventory and Preventive Maintenance History Maintenance Web -based ? Facilities Management CMMS Software .. Checklist & Safety Tips Breakdown Maintenance Reports 2 DEPARTMENT KEY FUNCTIONS • Maintaining the work order system and manage work flow • Perform routine maintenance /repairs • Manage and support Preventative Maintenance (PM) program • Provide project management • Collaborate with Permanent Building Committee • Long term planning • Coordinating outside contractors • Follow state mandated inspection schedules • Capital planning and project management /implementation • Manage custodial service for all town and school buildings • Manage and track energy and fuel consumption Number of Work Orders 1/5!201712:04 PM 400WorkOrders........................................_......................_......................_....................._.........................._................................................................................. ............................... 0.15 320 Work Orders v v 240 Work Orders O Y O d 'R 160 Work Orders E z 80 Work Orders 0,12 0.09 0.06 0.03 1101 Orders - — 0 JAN 2016 FEB 2016 MAR 2016 APR 2016 MAY 2016 JUN 2016 JUL 2016 AUG 2016 SEP 2016 OCT 2016 NOV 2016 DEC 2016 Month Number of Work Orders II MANAGEMENT TEAM Assistant Director Maintenance Technicians Town Custodians Cleaning Contract ........................... .... BUILDING INFORMATION Building Constructed Renovated Use Area Footage RMHS 1957 2006 School 375,000 Coolidge Middle 1959 2000 School 96,000 Parker Middle 1925 1998 School 98,000 Killam 1968 School 57,000 Wood End 2004 School 525000 Barrows 1963 2005 School 54,000 Birch Meadow 1957 1995 School 59,000 Eaton 1920 1994 School 56,000 Town Hall 1918 1990 Municipal 16,000 Senior Center 1850 1993 Municipal 57,000 Police 1998 Municipal 30,000 Main St Fire 1990 Municipal 10,000 West Side Fire 1956 Municipal 7,400 DPW Garage 1989 Municipal 42,000 Library 1894 1983/2015 Municipal 37,500 Mattera Cabin 1983 2011 Municipal 3,000 Cemetery Garage 1929 Municipal 3,000 4 FY 17 CAPITAL PROJECTS COMPLETED • UPS Battery Replacement Town & School Data Centers • Main Street Fire Flooring Replacements • Police Station Carpet Replacement • Killam Flooring Replacements • Killam HVAC upgrades • Wood End Kitchen Floor Refinishing • Parker Music Suite Flooring replacement • RMHS Carpeting • DPW Garage Main Entrance Door • RMHS Sidewalk Repair & Replacement FY 17 REMAINING CAPITAL • Wood End HVAC upgrades • Upgrade of Honeywell EMS • West Side Fire Roof Replacement SPECIAL PROJECTS COMPLETED Killam, New carpeting and high visibility strips, Completed December 2016 • All Schools, Faucet "& Water Fountain repairs /replacements, Lead Contamination Control Act (LCCA) • Barrows, Soffit Vent replacement... • Roof Inspections Town and School. Buildings • All Schools, Interior Painting • Utility Trac Implementation • RMHS 4th Floor, Ceiling Faii Installation • J. Eaton, LED Lighting Conversion • Town Hall, Exterior Painting • Town Hall, Inspectional Services. Renovations • DPW Garage, Breakroom and Kitchen Renovation • Pleasant Street Center, Interior & Exterior Painting 5 DPW Garage Kitchen Renovation, Completed September 2016 Statistical Information In -House Special Projects Calendar Year 2016 Craft Work Order Count In -House In-House Average Hours Location Project Name Labor Hours Work Order per Work Order Custodial Equip. Repair 13 Energy Management Count Delivery RMHS Stairwell Painting 14 2 7 Town Hall Inspectional Services 57 6 9.5 269 Renovation 39 Moving 45 DPW Garage Breakroom & Kitchen 183.5 5 36.7 206 Renovation 36 Shades /Blinds 31 All Schools LCCA Fixture 151 3 50.33 Replacement /Repair RMHS /PMS /CMS Security Camera 11.5 4 2.88 Work Facilities Department Carpenter, working at the J. W. Killam Elementary School Work Orders by Selected Crafts FY16 Craft Work Order Count Boiler 28 Carpentry 59 Clocks /Bells 17 Custodial 137 Custodial Equip. Repair 13 Energy Management 32 Delivery 183 Doors & Hardware 82 Electrical 247 General Craftsman 185 Generators 11 HVAC 269 Key /Lock 39 Moving 45 Painting 20 Pest Control 37 Plumbing 206 Roof 36 Shades /Blinds 31 Telephone Service 115 Purpose Summary Fiscal Year 2016 Purpose Work Order Count Critical Alarms 64 Facility Scheduling 12 General Grounds 17 General Maintenance 838 Office Moves 49 Other 209 Preventative Maintenance 355 Vandalism 16 Wood End 2' "6'.: No Assigned Purpose 908 Cemetery Garage Total Work Orders 2468 Work Orders Requested by. t ocaiW. „ Sjl. :ear 2016 Location Nun rk Orders Barrows Birch Meadow., ; Coolidge- J. Eaton 203 killa:m 2231 Parker 25 RMHS 429 Hawkes Field House 717 ,;. Wood End 2' "6'.: Cemetery Garage DPW Garage Fire Station — Main Street Fire Station — West Side Mattera Cabin 6 Pleasant Street Center 81 Police Station 92 Reading Public Library 35 Town Hall 114 Utility Trac Utility Trae enables the department to track energy usage and costs across all utilities and identify trends on consumption and spending. The graph shown below shows natural gas consumption at Reading Memorial High School over a 30 -month period. I Place Cost Profile Shown above, are the two Cleaver Brooks, natural gas boilers that serve as the primary heating source of Reading Memorial High School. s In addition to tracking the consumption of a single fuel source, Utility Trac also provides the department with an overview of cost across the whole portfolio i der its management. 'The graph below shows cost information that has been entered to date, for all of the properties managed by the facilities department. Year 2013 2014 2015 2016 2017 290,000 240,000 200,000 160,000 120,000 90,000 40,000 0 Place Cost Profile Jul Aug Sep Oct Nov Dec ]an Feb Mar Apr May Jun Month -*-2013 - -2014 2015 2016 - x-2017 9 HE MEN NN MIR _'IM04,W 1 '- 'tl#Aij IM,1 UN, 3 �� ijtjff v,�� 9 Facilities Department Budget Town Facilities Core Facilities FY 2017 FY 2018 Salaries $ 206,805 $ 219,850 FY 2018 Salaries Custodial Services and Supplies $ 80,085 $ 80,085 495,550 Total: $ 286,890 $ 299,935 10 Core Facilities FY 2017 FY 2018 Salaries $ 493,085 $ 495,550 Maintenance Expenses $ 43,600 $ 46,100 School Repair Expenses $ 568,580 $ 568,580 School Utilities $ 1,157,570 $ 1,215,200 Town Repair Expenses $ 234,800 $ 294,800 Town Utilities $ 358,875 $ 376,950 Total: $ 2,856,510 $ 2,997,180 10 Core Facilities FY 17 & F,".'18 $1,400,000 $1,200,000 $1,000,000 $800,000 $600,000 $400,000 $200,000 Salaries I Maintenance E) M FY 2017 < $493,0 $43,60 m FY 2018 $495,5 $46,10 Repair Expenses School Utilities Tovin Repair Expenses Town Utilitibs $568,5 $1,157 $23418 $358,8 $568,5 $1,215 $294,8 $376,9 11