HomeMy WebLinkAboutCS-34-86TOWN OF NEWCASTLE
MEETING: General Purpose and Administration Committee
DATE: JUNE 2, 1986
RETORT #: CS -34 -86 FILE #:
W&ECT: PROPERTY MANAGEMENT PROPOSAL
RECOMMENDATIONS:
File #
Res. # ` ,''..
By -Law #s''
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It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following: -
1. That Report CS -34 -86 be received; and
2. That Avondale Property Management Ltd. be retained to conduct a
"Building Profile" on the Darlington Sports Centre, The Police and
Fire Building and the Newcastle Fitness Centre at the approximate
cost of $1,500.00; and
3. That the cost be drawn from the Building and Energy Conservation
Improvements Reserve.
BACKGROUND AND COMMENTS:
At the April 7, 1986 General Purpose and Administration Committee meeting the
following resolution was passed:
"THAT staff, with the Director of Community Services, investigate
implementing a property management program for all Municipal buildings."
In response to the need for an improved preventative maintenance program on our
Municipal buildings our department have taken the following action to date:
1. A Building and Energy Conservation Improvements Reserve has been established.
2. Staff have proposed an administrative restructuring of our department to allow
more staffing time to the building management program.
3. The current Facility Manager and Lead Hand have been attending courses and
workshops on Building Conservation and Maintenance.
r
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
REPORT NO. CS -34 -86
Page 2.
4. A meeting with a major property management company took place April 24 to
evaluate the Town's possible need for contracted property management services.
From our investigations to date we have come to some preliminary recommendations:
1. We recognize the need for a comprehensive building management program.
2. A Building Profile on History is the first step to an effective building manage-
ment program.
3. It is recommended that Avondale Property Management Limited be authorized to do a
test building profile on 3 buildings (at approx. $500.00 per building). The
Darlington Sports Complex, Police and Fire Building and the Newcastle Fitness
Centre.
It is staff's opinion that the building profile should be done by a professional
company with the back -up services of professional engineers. The subsequent
management program will be more economically done by staff.
Staff will be closely involved with the building profile to give knowledge of the
history of our buildings.
Attached please find a copy of Avondale's proposal. Should the test profiles work out
satisfactory a subsequent report will recommend that all our buildings be done.
espectfully ubm-�tted,
an Devantier, R.D.M.R., Director
Department of Community Services
JD:sa
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Property Management
2345 Stanfield Road, Suite 300, Mississauga, (Toronto) Ontario UY 4A6 (.116) 89O -Ot►(3
April 25, 1986
Mr. John R. Blanchard
Treasurer
The Corporation of
The Town of Newcastle
40 Temperance Street
Bowmanville, Ontario
LIC 3A6
Dear Mr. Blanchard:
L1� it `� ■ �.
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This w i l l formal 1 y thanK you, Mr. Devant ier , and his staff for the
hospitality I enjoyed when we met.
Our operating philosophy is Knowledge based and predicated on the
Position that "best" decisions are made when the relevant data base has
been developed.
Property management's data base is a "Building Profile" that catalogues
the technical informatlon for all structural and electrical /mechanical
building components that will wear out or need replacement.
Budgeting and accounting records are matched to the structural and
electrical /mechanical systems and projections are organized to coincide
with the repair, and maintenance classifications contained in the
profile.
The benefits of professionally establishing and maintaining this system
are sixfold:
It allows the people involved to become familiar with the
needs of the structure and the electrical /mechanical systems.
It improves the performance of the people involved in
maintaining the structure by maKing them "Knowledge worKers ".
It teaches them to recognize each piece of equipment and
encourages them to learn about its operation. This will
improve their ability to checK out and report on the
efficiency of all new installations and to troubleshoot
systems that are already operational.
It provides the information needed to develop worKioads for a
building. From these worKloads, worK schedules for the
operating staff can be developed.
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It provides the basic management building blocK for
recordKeeping relative to the structure, the equipment, and
the maintenance activities in the building. This helps plan
the necessary programs, budget for the funds needed to carry
out the programs and thus manage successfully.
It provides historical data for the people who will manage
the building in the future.
Due to the high cost of building and maintaining structures, the
management system must feed bacK facts and figures to support
recommendations. The building profile is the only way an organization
managing many buildings of varying types can realistically=
MaKe projections relative to building "life cycle" costs.
Control the operational costs of existing buildings.
MaKe best decisions about the design of new buildings.
We attach a Building Profile worKsheet we use for information
gathering. As this is proprietary information we request distribution
be restricted.
We are prepared to undertaKe this tasK on an initial sampling of
buildings at a cost of *500.00 per structure.
We will be pleased to provide any further information you may require.
Yours e truly,
AVONDAL P PERTY MANAGEMENT LTD.
a
Paul Re-+d, BA CPM
General Manager
cc. Mr. Jan Devantier
AYONDALE PROPER FY 11ANAU MN F L FD.
AVONDALE'S PROFESSIONAL 1'R01'ERTY MANA61_I1ENT. CONSULTING AND Slll'1'ORI
SERVICE PACKAGE OFFLRS CLIENTS A CIIOICE OF ADMINISTRATION, MARKETING,
MAINTENANCE. ENER6Y MANAGEMENT AND BUILDING PROFILES. IIIIS SERVICE IS
OFFERED IN IWO WAYS. 111111111 IN A 'SELECTIVE' MANAGEMENT SERVICE CONTRACT
Ott A 'COMPREIIENSIVE' MANA6EMENT SERVICE CONTRACT OR ANY COMBINATION OF
SAME.
I. BUILDING PROFILE
AVONDALE IDENTIFIES EVERYTIIIN6 THAT NEEDS MAINTENANCE OR THAT WILL WEAR
OUT AND NEED REPLACEMENT.
FOR SPECIALTIES BEYOND THE ABILITY OR INAPPROPRIATE FOR AVONDALE, TECHNICAL SUPPORT WILL
BE PROVIDED FOR CLIENTS BY BEAVER ENGINEERING LIMITED OR BEAVER CERTIFIED SUB - CONTRACTORS.
ITEMS LOCATED AND IDENTIFIED COULD INCLUDE:
" HOUSEKEEPING
" STRUCTURAL
" RECREATIONAL FACILITIES
" PLU11BING AND DRAINAGE
" HEATING
" VENTILATION
" AIR CONDITIONING
2. FINANCIAL PLANNING PROCESS
THE OBJECTIVE OF AVONDALE'S FINANCIAL PLANNING PROCESS IS TO MINIIIIZE
EXPENSE.
" WE PARTICIPATE WITH YOUR STAFF TO PLAN A ZERO -BASE EXPENSE BUDGET AND CAPITAL
REQUIREMENT FORECAST.
" REDUCE REPAIR AND MAINTENANCE EXPENSE, ON -SITE STAFF SALARY COST, FUEL, WATER, AND
ELECTRICITY TO ]'HE LOWEST POSSIBLE LEVEL.
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3. MAIN i ENANCE AND ENERGY MANAGEMENT
AVONDALF'S 013JECFIVE IS TO REDUCE YOUR COST FOR MAINTENANCE SERVICES.
ENERGY EXPENSE AND RESERVE FUND REQUIREMENTS TO TIIE LOWES t' POSSIBLE LEVEL
WITHOUT DOWNGRADING THE STRUCTURE, THE ELECTRICAL /MECHANICAL EQUIPMENF
111E OCCUPANT'S COMFORT, SATISFACTION OR TIIE AMBIENCE OF TIIE BUILDIN6.
" AVONDALE WILL ANALYZE YOUR PREVIOUS ENERGY BILLS TO ESTABLISH AN "ENERGY BASE" FOR
YOUR BUILDING.
" AVONDALE WILL FINE -TUNE EXISTING EQUIPMENT BEFORE CONSIDERING EXPENSIVE RETROFITS,
ONLY RETROFITS PROVIDING THE HIGHEST RETURN ON INVESTMENT WILL BE RECOMMENDED BY
AVONDALE ONCE THE BUILDING EQUIPMENT IS OPERATING EFFECTIVELY AND EFFICIENTLY.
4. ESTABLISH MANAGEMENT PLAN
DISCUSSION OF OWNER'S IMMEDIATE AND LONG TERM OBJECTIVES AND CURRENT
PROBLEMS.
" MEET WITH OWNER TO DISCUSS MANAGEMENT POLICIES, PRACTICES, CURRENT OPERATING COSTS,
PERSONNEL AND OPERATING PROCEDURES.
PLAN ADMINISTRATIVE PROCEDURES.
" THE BUSINESS MANAGEMENT OF YOUR BUILDING AND YOUR INVESTMENT.
• STAFFING
• PURCHASING
" MAINTENANCE
" RECORDY.EEPING
" RENTAL /FEE COLLECTION
" DOCUMENT ADMINISTRATION
5. COMPREHENSIVE MANAGEMENT
THE AVONDALE MANAGEMENT SYSTEM PROVIDES CLIENTS WITH A DETAILED ANNUAL
AND LONG TERM BUDGET SUPPORTED BY OUR EXCLUSIVE ZERO BASE B_U_D_6E_T BUILDER
PLANNING SYSTEM, THEY INCLUDE RECURRING AND NON - RECURRING REPAIR AND
MAINTENANCE EXPENSE. ON -SITE STAFF SALARIES. AND THE COST OF FUEL.
ELECTRICITY. AND WATER.
CLIENTS RECEIVE HONTHLY OPERATIONAL REPORTS THAT MEASURE RESULTS AGAINST PLAN IN ALL
BUDGETED CATEGORIES PLUS OTHER REPORTS THAT MAY BE REQUIRED TO SATISFY YOUR DECISION
MAKING INFOR11ATION NEEDS.
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ALL CLIENTS RECEIVE A COMPLETELY DOCUII[NTED BUILDING PROFILE WHICH INCLUDES: A COfIPI_FII
RECORD OF THE STRUCTURE AND THE ELECTRICALPIECHANICAL EQUIPt'IENT; JOB SPECIFICATIONS;
WOPKLOADS AND SCHEDULES OF DUTIES FOR THE ON -SITE STAFF.
A DETAILED PROJECTION FOR THE BUILDING'S COI'IPONENIS THAT WILL WEAR OUT AND NEED
REPLACEMENT WILL BE PROVIDED TO SUPPORT THE NEED FOR RESERVE FUNDS.
AVONDALE WILL PROVIDE CLEAR, DOCUMENTATION OF THE PROGRESS OF THE IIANAGUIENT PROGRAFI.
THIS WILL INCLUDE DOCUMENTATION OF DAILY OPERATING CHARTS, MONTHLY, QUARTEPLY,
SEt11- ANNUAL AND ANNUAL FINANCIAL STATEMENTS, WRITTEN INSPECTION REPORTS COVERING THE
STRUCTURE AND THE ELECTRICAL /MECHANICAL EQUIPMENT.
BENEFITS
• PROTECTS INVESTt1ENT IN PROPERTY
• PROVIDES A COMPLETE ASSESSMENT OF NEEDS
* ACFIIEVES AGREED UPON 60ALS ECONOMICALLY
* ENDS COSTLY DUPLICATION OF SERVICES
* RECRU11S. TRAINS ASSESSES AND UPGRADES ON -SITE STAFF
* PROVIDES ON -SITE STAFF WITH TECIINICAI_ SUPPORT
* ASSURES COMFORT AND SAFETY FOR OCCUPANTS
* PRESERVES AMBIENCE OF BUILDING
PERFORMANCE
AVONDALE'S COMPREIIENSIVE MANAGEMENT PROGRAM WILL REDUCE THE COST OF
REPAIR AND MAINTENANCE. TIIE COST OF ON -SITE STAFF SALARIES. AND THE COST- OF
FUEL. ELECTRICITY AND WATER TO THE LOWEST POSSIBLE LEVEL' WITHOUT
DOWNGRADING TIIE STRUCTURE. THE ELECTRICAL /MECITANICAL EQUIPMENT. THE
AMBIENCE OF THE BUILDING. OR TIIE COMFORT AND SAFETY OF THE OCCUPANTS.
AVONDALE WILL GUARANTEE TIIE COST' OF SPECIFIC SUPPORT SERVICES PROVIDED BY
BEAVER ENGINEERING OR CERTIFIED BEAVER SUB- CONTRACTORS_
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