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Home My WebLink AboutCS-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'' tt / 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 t n 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 `� ■ �. ----------------- �W�v 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. �s .= 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. NP -2- 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. NP -3- 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_ NP (c)