Plant Facilities Department FY 2010 BUDGET DOING

Plant & Facilities Department FY 2010 BUDGET DOING MORE WITH LESS

Plant & Facilities Department Mission To provide a Responsive and Cost Effective Maintenance Operation and Capital Improvement program for all Town and School Buildings, Grounds, Forestry, Cemetery and Vehicles.

Plant & Facilities Department Organization SUPERINTENDENT OF SCHOOLS TOWN MANAGER DIRECTOR OF PLANT AND FACILITIES ADMINISTRATIVE GROUP BUSINESS ADMINISTRATOR CONSTRUCTION PROJECT MANAGER CEMETERY FORESTRY BUILDINGS PARKS & GROUNDS MECHANICAL ELECTRICAL PLUMBING MATERIALS & VEHICLE MAINTENANCE FACILITIES SERVICES

Plant & Facilities Department Issues & Challenges Maintaining Services with Declining Budgets Aging Buildings (14 over 50 years old) Aging Fleet (52 over 8 years old) Cost Escalation: Bldg. Materials, Fuel & Utilities Construction Reform Laws & Other Regulatory (asbestos, lead, pesticides, hazardous waste, air emissions, ADA, underground tanks, elevators, MGL ch 21 E, new bldg. codes etc. ) Bancroft School/Town Yard/Parks & Grounds

Plant & Facilities – All Divisions FY 10 Operating Budget FY 09 Budget FY 10 Level Funded FY 09 -FY 10 $ +/- Personal Services: $3, 001, 805 $3, 236, 879 $ 235, 074 Expenses: $1, 387, 086 $1, 350, 307 ($36, 779) Subtotal Less Proposed Personnel Cuts $4, 388, 891 $4, 587, 186 $198, 295 ($160, 000) Subtotal $4, 388, 891 $4, 427, 186 $38, 295 (172, 000) ($137, 000) $35, 000 $ 4, 216, 891 $4, 290, 186 $ 73, 295 Sale of Services TOTAL:

Plant & Facilities – All Divisions FY 10 Operating Budget FY 09 Budget FY 10 Level Funded FY 09 -FY 10 $ +/- Maintenance Administration $425, 953 $469, 545 $ 43, 592 Facilities Services $788, 163 $875, 378 $ 87, 215 Building Maintenance $668, 610 $716, 655 $ 48, 045 Mechanical/Electrical $868, 608 $890, 115 $ 21, 507 Parks & Grounds $555, 764 $587, 258 $ 31, 494 Forestry $299, 075 $302, 317 $ 3, 242 Spring Grove Cemetery $209, 002 $206, 944 ($ 2, 058) Vehicle Maintenance $573, 716 $538, 974 ($ 34, 742) ($160, 000) $4, 427, 186 $ 38, 295 Proposed Personnel Cuts $ 4, 388, 891

Plant & Facilities Department Personnel Summary FTE's Full Time Part Time FY 10 Proposed Cuts Total FY 2003 FY 09 Budget FY 10 Approved Level Funded 49. 0 3. 0 2. 8 52. 0 51. 8 (4. 4) 52. 0 47. 6 55. 2 (7. 6)

Plant & Facilities Department Primary Functions & Services Administration Town/School Utility Contracts & Utility Tracking System – Gas, Oil, Electricity, and Automotive Fuel Town/School Computerized Maintenance Management System/Work Control Center – Bldgs. , Vehicles, & Grounds Automated Town Fuel Dispensing System Construction/Renovation & Project Management Energy Conservation Program Code/Regulatory Compliance – ADA (handicap codes), Building Codes, Elevators (17), Pesticides, Asbestos (AHERA), Lead, Hazardous Waste, Air Emissions, Recycling Accounting, Contract Administration, Cemetery Administration, Payroll Administration, Account Payables

Plant & Facilities Department Division Highlights Maintenance Administration Labor: Expense: Issues: +$40, 592 +$3, 000 Major Project Support (Bancroft) On Line Work Order System Energy Conservation Program New Cemetery GIS Tracking System

Plant & Facilities Department Primary Functions & Services Facilities Services Town House Operations Town Custodial Operations Town/School Building Rentals/Scheduling Sports Field Rentals & Scheduling

Plant & Facilities Department Division Highlights Facilities Services Labor: Expense: Issues: +$43, 219 - Office Assist cut from (. 6 to. 4) +$43, 996 - Actual is (-$15, 056) - Utility Consolidation +$61, 200 - Cut $7 K Supplies/Services - Cut (-$12, 552) health Ins. $7, 500 add back to Supp. /Serv. Utility Costs Town offices/Town House Lost Revenue/Subsidy Other Depts. New Revenue Sources

Plant & Facilities Department Personal Services Reduction Facilities Services Labor: - $38, 000 Labor: Office Assistant. 6 to. 4 - $2260 (plus $7504 benefits) Impact: Reduction in Custodial Service Mail Service Cut from 2 x Daily to 1 x Daily Night Custodian Town Offices Shared with Public Safety Some Offset with Seasonal Help to Cover Vacations

Town House/School Rental Revenue/Expenses Utilities Building Maintenance/Custodial Administration Total $24, 442 $46, 592 $44, 055 $115, 089 Town House Schools Post Office Total Town Departs. (Revenue Subsidy) Total $31, 000 $35, 900 $ 3, 100 $70, 000 $ 51, 352 $121, 352 Revenue Field Rental Revenue $52, 000

Plant & Facilities Department New Revenue Initiatives Townhouse Rent Space First Floor - $5 K to $10 K Annual Post Office Space Lease – FY 2011 ($7. 5 - $10 K) Field Rentals Increase Rental Fee - $26, 200+

Plant & Facilities Department Cost Saving Initiatives – Field Fee Increases Field Rental Fee Proposal – Effective July 1, 2009 GROUP (Youth) Andover Soccer (2 seasons) Little League (2 seasons) Jr. Football Softball GROUP (Private) Adult Soccer (2 seasons) Club Soccer (2 seasons) Total CURRENT $2. 50/hour $13, 200 $9, 000 $470 $504 CURRENT $25/2 hour $2, 400 $700 $26, 274 NEW $5/hour $26, 400 $18, 000 $940 $1, 008 NEW $25/hour $4, 800 $1, 400 $52, 548

Plant & Facilities Department Primary Functions & Services Building Divisions (2) Town/School Maintenance Program (1. 4 million SF, 26 Buildings) Town-wide Computerized Energy Management System Maintenance Trades-Electrical, HVAC, Plumbing, Carpentry, Painting, Masonry. Mail & Delivery Service Town & Schools Town Wide Central Security CCTV/Access Control System. Weekend/Holidays Security Guard Town Owned Traffic (16), Flashing (33) & Street Lights (147) Air Quality/Asbestos Monitoring (AHERA) Town/School Building Trash Removal

Plant & Facilities Department Division Highlights Building Maintenance Labor: Expense: Issues: +$33, 945 +$14, 100 - Transfer $4 K From Mech. /Elect. Division - $10 K Increase Trash & Other Aging Buildings Escalating Material & Service Costs Expanded Responsibility Security Systems New Online CMM System

Plant & Facilities Department Personal Services Reduction Building Maintenance Labor: Painter - $40, 671 Labor: Security Guard (. 8 to. 6) - $8, 000 Impact: Reduction in Painting Work Town/Schools Reduction in Roof PM Work Some Reduction of Maintenance Service all Areas Reduced Security Coverage Weekends & Holidays

Plant & Facilities Department Division Highlights Mechanical & Electrical Labor: Expense: Issues: +$39, 107 (- $17, 600) - Transfer Utilities $13, 600 - Transfer $4 K to Bldg. Maint. PM Program Impact of School Custodial Changes Energy Conservation Program Escalating Material & Service costs

Plant & Facilities Department Primary Functions & Services Cemetery, Forestry, Parks & Grounds Divisions (3) Spring Grove Cemetery Operations Tree Care Program, Tree City USA 9 Years Roadside Mowing Fields (26) & Parks (13) Maintenance Program Town & Schools Bald Hill Composting Facility Snow Removal

Plant & Facilities Department Division Highlights Parks & Grounds Labor: +$35, 994 Expense: (-$4, 500) Issues: Lack of Space (Building Needed ASAP) Cemetery/Parks Consolidation Blanchard Street Land Escalating Material/Service Costs - Transfer Utilities + $1, 500 Equipment

Plant & Facilities Department Division Highlights Forestry Labor: Expense: +$18, 392 - (+1, 000 Overtime) (-$15, 150) - Transfer Utilities $12, 200 - Cut Services $3, 000 - Police Details $4, 500 Issues: Bald Hill Facility Storm Impact Aging Equipment

Plant & Facilities Department Bald Hill Facility New Revenue Proposals Sticker $25 per Vehicle: $12, 500 Annual Sell Compost/Other: $5 K to $10 K Annual Bald Hill Costs § Forestry Labor: $6, 200 § Gate Monitors: $3, 200 § Compost Processing: $44, 900 $53, 300

Plant & Facilities Department Bald Hill Facility

Plant & Facilities Department Division Highlights Spring Grove Cemetery Labor: +$13, 067 Expense: (-$15, 125) From Reserve Fund: Issues: - +$2 K OT - Cemetery Capital Cut (-$35, 000) Lack of Space Cemetery/Parks Consolidation Perpetual Care Fund Revenue Unavailable – to Fund Cemetery CIP Projects

Plant & Facilities Department Sales and Revenue for Spring Grove Cemetery

Plant & Facilities Department Personal Services Reduction Cemetery/Parks & Grounds/Forestry Labor: Two Positions - $81, 329 Impact: Reduction in Service – Sports Field Lining Reduction in Service – Cemetery Grooming Reduction Road Side Mowing Some Offset with More Seasonal Help New Building Needed to Implement Labor Cuts

Plant & Facilities Department Primary Functions & Services Vehicle Maintenance/Materials Management Town Fuel Depot Operation Vehicle Maintenance for all Town/School Vehicles (150) & Heavy Equipment (58), & Town/School Emergency Generators (18) Materials Management, Purchasing, and Inventory - Preventive Maintenance Program - Repair Parts and Materials - Recycling Program (lamps, ballasts, CRT’s, batteries) Support to DPW Snow operations

Plant & Facilities Department Division Highlights Vehicle Maintenance Labor: Expense: Issues: +$10, 758 (OT Cut $5 K) (-$45, 500) - Transfer Utilities $29, 000 - Fuel (-$17, 500) - Uniforms +$1, 000 Fuel Price volatility Lack of Space No Vehicle Wash Facility (corrosion Prob. ) Age of Fleet (52 over 8 years old)

Plant & Facilities Department Recycling Program

Plant & Facilities Department 2005 D. P. W. 10 Wheeler – Brake Shoe

Plant & Facilities Department D. P. W. 10 Wheeler – Brake Drum

Plant & Facilities Department Service to Engine 3

Plant & Facilities Department Energy Costs & Conservation Initiatives “Every Energy Dollar Saved is a Piece of Someone’s Salary”

Plant & Facilities Department FY 2009 Energy Cost Projections

Plant & Facilities Department Fuel Prices July 2007 – Feb. 2009 Unleaded Gas and Diesel Fuel Prices July 24 , 2007 - February 6, 2009 $4. 500 Price Per Gallon $4. 000 $3. 500 $3. 000 $2. 500 $2. 000 $1. 500 $1. 000 7 7 8 8 8 8 8 9 9 7 7 7 8 8 8 7 00 00 00 00 00 4/2 /23/2 /22/2 /21/2 /20/2 /19/2 /18/2 /17/2 /16/2 /15/2 /14/2 /13/2 7/2 9 1 2 3 4 5 6 7 8 9 1 2 8 10 12 10 11 12 11 Unleaded Diesel

Plant & Facilities Department FY 2010 Energy Budget

Plant & Facilities Department FY 2008 – FY 2010 Energy Budget Comparison

Plant & Facilities Department Energy Initiatives DOER Grant – Audits 17 Town & School Bldgs. New Lighting – AHS & Town Offices $92 K +$11 K Memorial Hall Library Lighting – Pending $20 K CO 2 Sensors – Installed Multiple Locations Over 370 K S. F. Roofing White PVC & +Insulation Town & School Buildings Converted to Gas New Windows Library & West Middle School Thermo infrared Camera – Building Envelope Mini Trade Vans to Replace Old Full Size Vans

Plant & Facilities Department Electricity Usage per Sq Foot (kwh) SCHOOLS 2005 West Elem Sanborn West Middle Shawsheen Bancroft Doherty South HP/WH Andover High 2006 2008 2005 -2008 5. 93 5. 069 3. 953 3. 774 7. 758 5. 027 5. 96 7. 116 7. 067 5. 965 4. 889 4. 06 3. 304 7. 653 5. 091 5. 781 6. 528 6. 662 5. 27 4. 495 3. 69 3. 279 6. 00 4. 698 4. 999 6. 038 6. 429 -11. 130% -11. 324% -6. 653% -13. 116% -22. 660% -6. 545% -16. 124% -15. 149% -9. 028%

Plant & Facilities Department Usage per Sq Foot

Plant & Facilities Department Energy Award Town of Andover Energy Efficiency Municipal Leader Recognition Award 2009 Northeast Energy Efficiency Partnerships