ADMINISTRATIVE SERVICES DEPARTMENT

FY 2011-12Budget Worksession

July 11, 2011

• Organization Chart

• Proposed FY 2011-12 Budget

• Accomplishments

• Budget Challenges

• Summary

Presentation Outline

• Organization Chart

• Proposed FY 2011-12 Budget

• Accomplishments

• Budget Challenges

• Summary

Presentation Outline

Organization Chart

Director – John Terwilliger Director – John Terwilliger

Fleet ManagementDavid Roussel

Fleet ManagementDavid Roussel

Capital ProjectsJoel Baugh

Capital ProjectsJoel Baugh

Purchasing & ContractsJohnny Richardson

Purchasing & ContractsJohnny Richardson

Fiscal & Human ResourcesAnne Kulikowski

Fiscal & Human ResourcesAnne Kulikowski

Business DevelopmentErrick Young

Business DevelopmentErrick Young

Energy ManagementTarzan Frazier

Energy ManagementTarzan Frazier

Real Estate ManagementJohn Terwilliger (Acting)

Real Estate ManagementJohn Terwilliger (Acting)

Facilities ManagementVenetta Valdengo, Deputy

Facilities ManagementVenetta Valdengo, Deputy297 Positions

• Organization Chart

• Proposed FY 2011-12 Budget

• Accomplishments

• Budget Challenges

• Summary

Presentation Outline

Proposed FY 2011-12 Budget

CurrentFY 11 $ Change

ProposedFY 12

Personal Services $18.0M ($0.4M) $17.6M

Operating Budget 44.3M (0.6M) 43.7M

Budget Change (1.5%)

Staffing 297 0 297

CurrentFY 11 $ Change

ProposedFY 12

Capital Improvement Projects

$13.9M ($2.7M) $11.2M

Budget Change (19.4%)

Proposed FY 2011-12 Budget

• Organization Chart

• Proposed FY 2011-12 Budget

• Accomplishments

• Budget Challenges

• Summary

Presentation Outline

Accomplishments

•Capital Projects

In FY 11, managed over 100 projects with a total project cost of approximately $60 million. Major projects included:

– Silver Star & Mildred Dixon Recreation Centers

– Sheriff Sector II Facility

– Fire Station #51 Renovation

– Coalition for the Homeless – Men's Shelter

– Corrections Kitchen and Laundry

• Facilities Management – Maintained 6 million square feet of

space and handled 60,000 work orders in FY 10

– Developed and implemented energy saving projects Solar water heating LED lighting retrofits HVAC retrofits and replacements Building Automation Systems (BAS)

Accomplishments

• Fleet Management – Maintained over 3,600 pieces of automotive

and heavy equipment and has 98% of rolling stock in service at all times.

– Completed the fuel system upgrade, which upgraded all 13 fuel sites from analog to digital communications. This upgrade improved data security and storage.

Accomplishments

• Real Estate Management

– Coordinated appraisals, performed reviews and closings for the purchases and re-sale of 70 homes for the Neighborhood Stabilization Program (NSP)

– Renegotiated our warehouse leases to save in excess of $120,000 annually

Accomplishments

• Organization Chart

• Proposed FY 2011-12 Budget

• Accomplishments

• Budget Challenges

• Summary

Presentation Outline

• Facilities Management– Utilities – Maintenance to Buildings– Capital Improvements Program

Budget Challenges

$5.0

$10.0

$15.0

$20.0

2006 2007 2008 2009 2010 2011 2012

Budget

in M

illions

Utilities

Maintenance

Budget for Utilities and Maintenance

Budget Challenges

$17.4M

$8.6M

$13.2M

$11.2M

5.0

5.5

6.0

6.5

2006 2007 2008 2009 2010 2011 2012

Sq

Feet

in M

illi

on

s

Budget Challenges

Facilities Management - Total Square Footage Maintained

5.3M

6.2M

100

125

150

175

200

2006 2007 2008 2009 2010 2011 2012

Nu

mber

of

Posit

ion

s

Facilities Management – Authorized Positions

182

157

Budget Challenges

Utilities Budget•OUC adopted a 5% utility rate increase effective January, 2011:

FY 11 Current Budget $10.7M

FY 12 Requested Budget $11.2M

Additional Funding Requested $500K

Budget Challenges

Maintenance to Buildings Budget•Includes annual term contracts and proposed projects for maintenance on County facilities such as:

– Elevator Maintenance– HVAC Maintenance/Repair– Landscape Maintenance– Roof Repairs– Plumbing & Electrical Repairs– Pest Control– Fire Alarm System Maintenance

Budget Challenges

Maintenance to Buildings Budget

FY 11 Current Budget $7.6M

FY 12 Requested Budget $7.9M

Additional Funding Requested $300K

Budget Challenges

Contracts BudgetFY 11 FY 12

Janitorial Contract $2.8M $2.6M

Security Contract* $800K $600K*General Fund Portion Only

Total Contracts $3.6M $3.2M

Savings in FY 12 ($400K)

Budget Challenges

Facilities Management FY 12 Budget

Utilities $500K

Maintenance to Buildings $300K

Janitorial Contract ($200K)

Security Contract ($200K)

Net Increase to Budget $400K

Budget Challenges

Budget Challenges

Capital Improvements Program (CIP)•Facilities Management has 4 on-going CIPs to maintain County buildings:

–Improvement to Facilities

–HVAC Repair/Replacement

–Energy Conservation

–Roof Repair/Replacement

Budget Challenges

Capital Improvements Program (CIP)

•Improvement to Facilities $3.1M

•HVAC Repair/Replacement $8.1M

•Energy Conservation $0.3M

•Roof Repair/Replacement $0.9M

•Total Budget $12.4M

Original Submittal

FY 12

Budget Challenges

Capital Improvements Program (CIP)

•Improvement to Facilities $3.1M $2.7M

•HVAC Repair/Replacement $8.1M $6.9M

•Energy Conservation $0.3M $0.3M

•Roof Repair/Replacement $0.9M $0.8M

•Total Budget $12.4M $10.7M

Approved Submittal

FY 12

Original Submittal

FY 12

Budget Challenges

Improvements to Facilities CIP

• Major Projects Include:

–Courthouse Fire Control System $1.8M

–Public Works Fire Smoke Dampers $300K

–Work Release Fire Control System $150K

–Animal Services Fire Control System $130K

–IOC I Elevator Modernization $130K

Budget Challenges

HVAC Repair/Replacement CIP

• Major Projects Include:

–Courthouse BAS Upgrade $2.8M

–Corrections Horizon Rooftop AHU (8) $1.8M

–Corrections Booking & Release HVAC $1.3M

–Health Department BAS Upgrade $270K

–Admin Center HVAC Repair $200K

Budget Challenges

Roof Repair/Replacement CIP

• Major Projects Include:

–Work Release Roof Replacement $400K

–Mable Butler Roof Replacement $250K

–John Bridges D Roof Replacement $80K

–

Mosquito Control Main Office Roof $30K

Replacement

Budget Challenges

• Fleet Management– Fuel Costs

Volatile fuel market and current uncertainty in the Middle East make forecasting fuel prices very difficult

$1.00

$2.00

$3.00

$4.00

$5.00

2007 2008 2009 2010 2011 2012

$ P

er

Gallon

Unleaded

Diesel

Budget Challenges

Fuel Budget – Average Cost Paid Per Gallon

$4.35

$3.67

$3.10

$3.00

Fuel Budget – Budgeted Cost Per Gallon

FY 11 FY 12

Unleaded Fuel $2.58 $3.10

Diesel Fuel $2.40 $3.00

Budget Challenges

Fuel Budget FY 11 FY 12

Unleaded Fuel $4.8M $5.6M

Diesel Fuel $1.7M $2.2M

Total Fuel Budget $6.5M $7.8M

Total Increase in Fuel Budget $1.3M

• Must monitor fuel market throughout year to maintain budget

Budget Challenges

Budget Challenges

• Business Development

– Disparity Study

Due every four (4) years Takes approximately 18 months Partner with others in our MSA*

- Seminole County - Lynx- Lake County - OCPS- Osceola County - OUC- City of Orlando - OOCEA- Valencia College - GOAA

*Metropolitan Statistical Area

Budget Challenges

• Business Development

– Disparity Study Funding

Expected total cost $300,000 to $400,000 Our share dependent on number of partners Will request funding upon

– Determining partners– Contract negotiations completed

• Organization Chart

• Proposed FY 2011-12 Budget

• Accomplishments

• Budget Challenges

• Summary

Presentation Outline

Summary

• Rising utility costs

• Maintenance to buildings must be funded to keep County facilities operational and safe

• Capital improvement projects increasing as buildings age

• Cost of fuel increasing in a volatile fuel market

• Disparity Study funding

ADMINISTRATIVE SERVICES DEPARTMENT

FY 2011-12Budget Worksession

July 11, 2011