BUILDINGS AND PROPERTY MANAGEMENT

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1 Overview The new Buildings and Property Management Department provides the City of Brampton with strengthened capabilities around real estate, property management and facility services. As the Centre of Excellence for a large and diverse inventory of physical assets, the department comprises all the necessary functions and lines of service, to ensure full, life-cycle management of the portfolio. The department is developing its value proposition around four important principles: Providing outstanding customer service to our clients and stakeholders Demonstrating operational excellence in the day-to-day care and preservation of City buildings and property Ensuring full life cycle management of our large and valuable inventory of physical assets Offering sound professional advice to Council, Senior Management Team, clients and service partners. The department has several lines of business, which are currently organized under four key service areas: Business Planning Building Design and Construction Property Management Realty Services Major service deliverables that are growing and being maintained by Building and Property Management are: 3.6 million square feet of facility space 140 leases and occupancy agreements 200 repair and replacements projects annually 60 land acquisitions per annum 600 churn work orders per annum (office moves, adds, and changes) Influences that drive the demand for this department s services are as follows: Growth - Population and corporate needs Maintenance and sustainability of assets and service levels Legislative Requirements Municipal Act, Accessibility, Safety & Security BPM_ of 9

2 External influences Escalating prices in the construction market and the ability to attract / retain qualified people (staff and contractors) Service Level issues experienced by the department are as follows: Increased demand for construction services related to state of good repair and new facilities Office accommodation needs Requirements related to land for roads, parks, fire halls, operation yards, etc. Increased demands on property management staff due to the increase in number of facilities Tax-Based funding constraints Increased demands on security patrols and security system installations Requirements for gas and electricity bulk contracts Legislative change to the municipal environment Operating Budget Highlights of the recommended budget: The Buildings and Property Management budget proposes to respond to the challenges through: Increasing security to review incidents on Transit Buses Building Maintenance Operator (1) P/T To maintain transitional properties as a result of road widening program Building Maintenance Operator (1) To maintain 129 Glidden facility Financial Analysts (2) To coordinate budget process and provide financial analysis Project Coordinator (1) To coordinate the completion of accommodation projects. Real Estate Coordinator (1) To manage encroachments and expropriation process. Commence Corporate Facility Audit Program BPM_ of 9

3 The following budget reduction measures were taken: Maintaining non-salary expenditures to 2008 levels Operational Efficiencies - Operating budgets reduced at 41 George Street and 25 Rutherford Road properties acknowledging reduced operations in 2009 Capital Budget Highlights of the recommended budget: The Buildings and Property Management capital budget submission includes the following: $3,291,500 for Repair and Replacement ( state of good repair ) for various corporate facilities $1,500,000 for Accessibility program (retrofits / compliance) $1,953,000 for Asset Management primarily related to accommodation requirements $ 216,000 for Emergency Measures system and equipment $ 125,000 for Corporate Security for the expansion / enhancement of the corporate security program (CCTV and card access at various corporate locations) The Department has proposed the deferral of the following items: The following capital requests totalling $13,327,500 were deferred in the 2009 capital budget submission in order to fit within the available funding envelope: $11,293,500 for Repair and Replacement ( state of good repair ) for various corporate facilities $1,175,000 for Asset Management primarily related to accommodation requirements $ 859,000 for Emergency Measures and Corporate Security for continued expansion / enhancement of the corporate security program and 1 portable generator BPM_ of 9

4 CITY OF BRAMPTON Current Budget Financial Summary VARIANCE Budget vs. % BUDGET FORECAST BUDGET 2008 Budget CHANGE CONSTRUCTION Labour 658, , ,002 19, Other 115, , ,800 9, Total Expenses 774, , ,802 28, Revenues Net Expenditures $774,829 $637,795 $803,802 $28, ADMINISTRATION Labour 1,137, ,606 2,251,590 1,113, Other 193,985 79, ,940 19, Total Expenses 1,331, ,066 2,465,530 1,133, Revenues Net Expenditures $1,331,936 $745,066 $2,465,530 $1,133, EMERGENCY PREPAREDNESS AND CORPORATE SECURITY Labour 558, , ,154 18, Other 1,932,306 1,787,800 2,082, , Total Expenses 2,491,074 2,326,100 2,659, , Revenues (3,000) (3,850) (3,000) Net Expenditures $2,488,074 $2,322,250 $2,656,460 $168, PHYSICAL PLANT AND REAL PROPERTY SERVICES Labour 4,413,592 4,097,163 4,672, , Other 6,177,209 5,978,704 5,807,358 (369,851) (6.0) Total Expenses 10,590,801 10,075,867 10,479,772 (111,029) (1.0) Revenues (2,567,840) (2,281,553) (1,863,934) (703,906) (27.4) Net Expenditures $8,022,961 $7,794,314 $8,615,838 $592, TOTAL Labour 6,769,190 5,778,919 8,179,160 1,409, Other 8,419,450 8,005,909 8,229,404 (190,046) (2.3) Total Expenses 15,188,640 13,784,828 16,408,564 1,219, Revenues (2,570,840) (2,285,403) (1,866,934) (703,906) (27.4) Net Expenditures $12,617,800 $11,499,425 $14,541,630 $1,923, BPM_ of 9

5 Consolidated Change from 2008 ($000's) 2009 Budget vs Budget Category Description BASE OPERATING ADJUSTMENTS CORE ADJUSTMENTS Compensation - provisions for non union cost of living and 192 Compensation Adjustments merit, union collective agreements, and other adjustments to reflect actual costs (net of department gapping) Operating expenditures adjustments to reflect actuals and forecasted actuals -Rent - 24 Queen 62 Service -Administration expenses 24 Growth / Work Volume SUBTOTAL, CORE ADJUSTMENTS 278 COMMITMENTS 8 Nelson - Net operating expenditure adjustments (35) Growth / Work Volume 24 Queen - Operating expenditures for additional space on 50 Growth / Work Volume lower level Capital Works - Residential Properties (net $0 impact) -Building Maintenance Operator (1 P/T) 27 Capital Impacts - Growth -Operating Expenditures 81 Capital Impacts - Growth -Capital Recovery (108) Capital Impacts - Growth Security Contract - Review incidents on transit buses 140 Capital Impacts - Service (cameras) Financial Planning Analyst - Project Costing / Asset 81 Capital Impacts - Service Management (1 F/T) 129 Glidden - To be transferred to Community Services (net $352K impact ) -Building Maintenance Operator (1 F/T) 58 Growth / Work Volume -Operating Expenditures - 8 months operating only; top up required in Growth / Work Volume SUBTOTAL, COMMITMENTS 588 SUBTOTAL, BASE OPERATING ADJUSTMENTS 866 DECISIONABLE INITIATIVES NON RECURRING Reversal of non recurring items approved in 2008 Current (130) Growth / Work Volume Budget Strategic Plan Renewal - carry over from Growth / Work Volume SUBTOTAL, NON RECURRING (30) BPM_ of 9

6 Consolidated Change from 2008 ($000's) 2009 Budget vs Budget Category Description GROWTH AND SERVICE PRIORITIES Project Coordinator (1 Contract to F/T) 6 Growth / Work Volume Financial Planning Analyst (1 F/T) 81 Growth / Work Volume Savings - Co-op student (42) Growth / Work Volume Real Estate Coordinator - Encroachments (1 F/T) 93 Growth / Work Volume Buildings and Property Management Realignment 350 Growth / Work Volume Corporate Facility Audit Program - 5 new staff additions 600 Service SUBTOTAL, GROWTH AND SERVICE PRIORITIES 1,088 TOTAL, NET EXPENDITURE CHANGE 1,924 SUMMARY BY CATEGORY Compensation Adjustments 192 Capital Impacts - Service 221 Growth / Work Volume 850 Service 662 1,924 BPM_ of 9

7 CITY OF BRAMPTON Staff Additions Position Quantity Description/Justification/Implication for Service Levels 2009 Budget vs Budget ($000) Building Maintenance Operator (P/T) Financial Planning Analyst - Project Costing/Asset Management (F/T) Building Maintenance Operator (F/T) 1 This position will be responsible to complete building maintenance duties and supplementary security visits at residential properties. The position is a result of the new properties purchased for road widenings. Other responsibilities of this position would be overseeing the operation of the HVAC equipment, BAS systems, housekeeping, electrical, plumbing, and other duties that are required at these sites. If this position is not approved, operational impacts will be experienced in several areas including property maintenance, building operations and custodial services, and security coverage will be reduced. 1 The Business Services area requires a Financal Analyst focusing on both the financial and project management side of Project Costing. This is a newly created role as a result of the Project Costing and Asset Management initiaves where the general responsibilities will be to provide proactive assistance and expertise to all Buildings & Property Management divisions. The successful candidate will be responsible for running predefine and ad hoc reports on a regular basis and will be the primary resource for PeopleSoft PC & AM modules. They will work with the Program/Project Managers, project teams when rolling out application upgrades and enhancements to PC & AM. 1 This position will be responsible to complete building maintenance duties at 129 Glidden Road. The position is a result of the new Parks Department operations that is being located to this address. Other responsibilities of this position would be overseeing the operation of the HVAC equipment, BAS systems, housekeeping, electrical, plumbing, and other duties that are required at this site. If this position is not approved, operational impacts will be experienced in several areas including property maintenance, building operations and custodial services BPM_ of 9

8 CITY OF BRAMPTON Staff Additions Project Coordinator - Space Planning (Conversion - Contract to F/T) Financial Planning Analyst (F/T) 1 The position will report to the Supervisor, Facility Space. The successful candidate will coordinate the completion of interior design projects and tenant improvements while maintaining schedules and budgets relating to the project scope. The coordinator will supervise students, part-time, and other unionized staff. They will coordinate the programming, project development including drawings and specifications to accurately reflect project tasks, establish time frames, schedules and submit accurate estimates for budget preparation. They will initiate request for proposals from consultants, prepare and submit site reports, project meeting reports and memos for distribution to senior management. They will obtain relevant information regarding projects from other departments or authorizations having jurisdiction to ensure no impact to project status, prepare the proposal requests for the consultants affiliated with both design preparation and contracts, and perform other similar and related duties as required or assigned by the Manager. 1 The Business Services area requires a Financial Analyst to assist their group in preparing, administrating, and providing in depth analysis of Buildings and Property Management Operating and Capital budgets and all related reporting. This is a newly created role where the general responsibilities will be to provide proactive analytical expertise to all Buildings and Property Management divisions. The Financial Analyst will lead and execute business/project reporting. They will participate/assist in project level financial tracking for all Buildings and Property Management approved projects funded from either Capital or Operating budgets. They will work with the Program/Project Managers, to facilitate the preparation, evaluation, recommendation and administration of Capital Budget requests and all related reporting BPM_ of 9

9 CITY OF BRAMPTON Staff Additions Real Estate Coordinator - Encroachments (F/T) 1 There are four main justifications for this new position. Two are the direct result of new responsibilities being assumed by Realty Services and the other two are growth related. Firstly, the City Manager recently directed Realty Services to assume the lead role in managing encroachments. This is a time consuming task, involving site inspections, inter-departmental consultation, decision-making, property appraising, document preparation, and administration. Secondly, it was recently determined that Realty is to manage the inter-departmental expropriation process. This is also a time consuming task, requiring Realty to manage several expropriations in progress simultaneously, ensuring adherence to fixed deadlines. Thirdly, a fifth Senior R. E. Coordinator was recently hired on staff to address a resource demand for road acquisitions. R. E. Coordinators provide support to the Seniors, therefore the addition of another Senior will require additional support. 93 BPM_ of 9