Facility Management and Maintenance

(M & M)

Facility M & M• Most sport organizations own and/or manage some

type of facility (indoor or outdoor), along with the necessary equipment and supplies for the facility

• The management of facilities refers to the use, scheduling, and operation of buildings and the facility grounds

• The maintenance of facilities deals with the upkeep, care, and support of these same buildings and grounds

Facility M & M• Sport managers should develop & maintain a level

of current knowledge regarding facility management & maintenance related to their organization

• Sport managers should hire knowledgeable, skilled, architectural firms to plan, design, construct, and/or renovate indoor and outdoor facilities

• There is too much money at stake to assign “amateurs” the main responsibility for design and development of facilities – collect input from managers, supervisors, and employees

Facility “M” and “M”

Facility Management and Maintenance

Total Facility Management Program

P – Planning (need, funds, site, design)

A – Administration (programming, schedule)

O – Operations (policies & proc, staff, security)

M – Marketing (naming rights, signage, advert.)

F – Finance (budget, inventory, purchasing)

L – Legal (risk management, insurance, ADA)

Facility ComponentsMain Components of a Facility? (Steir, 222)

A) The “Shell” – overall outer structure (roof, walls, exterior, fencing)

B) Playing Surface: synthetic, tile, wood, cement, etc

C) Electrical Components: lights, motors, pumps

D) Mechanical Components: heating, AC, ventilation

E) Plumbing Components: Sewage, water, etc.

F) Seating: benches, chair-backs, bleachers, chairs

G) Scoreboards

Facility Planning Process

Any new facility construction or renovation should be part of the institution’s or athletic department’s master plan (long-term vision)

Participatory process is necessary to capitalize on the strengths of design and construction experts

Funding strategies are vital to eventual success of new or renovated facilities

Planning committee should visit other facilities and consult with experts to formulate ideas and avoid mistakes (Athletic Business articles and issues)

Architectural firm – selection should be based on experience and reputation in the sport industry

Facility Needs

What should be next? (Why?)

vs.

What will be next? (Why?)

What should be high on the list of

facility priorities for:

a) Campus Recreation

b) Athletics

c) HPER?

Facility Planning & DesignWhat types of general questions should be

discussed by a facility design team• What are the real needs of the organization?• Who will be the facility users? (priority list)• How will the new facility be funded?• Layout and design of the structure?• Electrical and mechanical requirements?• Legal requirements, stipulations, and limitations?• Landscaping and grounds maintenance?• Access and parking issues?

Facility FundingTwo basic categories:

Public funding?

- taxes and different types of bonds sold by government agencies

Private funding?

- donations, contributions, naming rights, sponsorships, lease agreements, luxury seating, parking, advertising, other sources

Facility Design & Construction

Goal of many program directors?

- make an impact on the program, leave my mark, and move on to the next challenge

Common Facility Construction Factors

(1) Need for the facility? Is there justification?

(2) Cost feasibility of the facility?

(3) Value/benefit of facility to user groups?

(4) Financial gain of the facility? (suites, seats)

Renovate or Replace a Facility?• Typically, major buildings are constructed to

last approximately 50 years• Timely and appropriate repairs and rehab can

extend a facility’s usefulness beyond 50 years (any examples around campus?)

• Major renovations are sometimes necessary to bring an old facility up to current minimum building code requirements and regulations

• Key question = Will renovations cost over 50% of the price of a new facility?

• If so – what should your organization do?

Environment-Friendly Facility?

Aspects of environmentally-friendly facility?

(1) – environmentally-sound site selection

(2) - design and selection of materials

(3) - indoor environmental quality

(4) - energy conservation

(5) - water conservation

Environment-Friendly Facilities?

Aspects of new UCONN football facility

(1) – Recycled steel

(2) - Synthetic surface from rubber tires

(3) - Natural daylight in majority of spaces

(4) - Solar heating

(5) - Permeable pavement (non-concrete)

(6) - bio-retention ponds (filter rain and runoff)

Impact of Facilities?

How does new or renovated facilities impact the recruitment of students and student-athletes?

Can adding facility features provide your program with new hosting opportunities? (lights, seating capacity, etc.)

Has a facility “arms race” developed on the Division 1 level?

Has a facility “arms race” developed on the high school level?

Facility Management - “S.O.P.s”What does S.O.P. stand for?

S.O.P. = Standard Operating ProceduresA handbook or “guide” that outlines the policies,

procedures, and practices pertaining to the operation and management of a sport facility.

A guide for decision-making related to typically day-to-day operation, as well as unexpected emergencies that arise periodically, such as:- Which groups have priority of facility usage?- Cost, hours of operation, temp settings, concessions, emergency action plan, etc.

Trend - Facility Amenities

What is meant by the term amenities?Amenities – “entertainment centers”

Examples of facility amenities?- Luxury Suites, Club seats- Dugout Suites- Green Monster Seating - Big Screens, Message-Sound Systems- Hot Tubs, Pools, Halls of Fame, Malls, Restaurants, Bars, Clubs, Kids Zone

Trend – Facility Naming RightsWhat are they?

Purpose of agreements?Benefits of agreements?

Recent Example – Arizona Cardinals(University of Phoenix Stadium)

Recent Example – Altell Pavilion (VCU)Does it cheapen the university?

(See Athletic Management issue)

Venues Without Naming Rights* Ranked by total yearly attendance *

(1)Yankee Stadium(2)Dodger Stadium(3)Wrigley Field(4)Fenway Park

* Why no naming rights deal? *

ADA Considerations

What is ADA? How does it affect facility design and renovation?

- parking, curbs, access, restrooms, phones, seating- interior and exterior considerations

Facility design can’t restrict one’s entrance, movement, and usage in a facility

Any plan for new facility construction or renovations must take into account ADA regulations/standards

Importance of Facility AuditsWhat is a facility audit? Why conduct them?

Def = A systematic examination of the facilities, and of the managerial policies, practices, and procedures affecting the facilities - “reality checks” for the facility – checklists are helpful

1) Are there any immediate maintenance needs?

2) Is our organization in compliance with specific government regulations (ADA, zoning, etc)?

3) Is the facility safe from legal liability?4) Are new or renovated facilities warranted?

Management Issues With Facilities • Asbestos - any building over 25 years old has

asbestos - if required, removal can be costly

• Drinking fountains - never in wood floor rooms

• Indoor Air Pollutants – variety to consider

• Routine Maintenance - invest and use the interest to pay for annual maintenance and upkeep costs

• Floors – synthet., wood, tile, maintenance issues

• Room/Gym Dividers - install those that maximize air floor and minimize the noise factor

• Security – costs, personnel, keys, access, users

Facility Management TopicsFacility Planning and Design – who should be

on the facility design team?Multipurpose Facilities – “flexibility”Monitoring Usage Rates of a Facility Using Software to Keep Facility ScheduleSecurity Factors - personnel, costs, who gets

masker keys?, access limitationsRefurbishing or Replacing a Facility Technology used in Facility M & M

Other Facility Maintenance TopicsWeight Rooms - ventilate, sanitize, maximize spaceLocker Rooms - sanitize, slip-resistant, durableSwimming Pools - national guidelines for design,

installation, maintenance, and sanitation Lighting Requirements (indoor vs outdoor) Field Turf and Grass Fields– a) healthy turf, b) full

ground coverage, c) safe usage for participants– types of grasses (warm season vs. cold season grasses)– Weather issues, soil compaction, water drainage– root growth, root replacement, seeding, watering,– Aerating, fertilizing, mowing, thatching, pest control– artificial vs natural turf

Conclusion -Summary• It is important for sport managers to be

knowledgeable and aware of basic M & M issues associated with your program’s facilities

• It is important for the sport manager to consult with experts in specific areas of facility management to assist with issues pertaining to design, renovation, and construction

• Solicit their information and advice - observe and learn from professionals