3/28/2016 MAXIMIZING THE POTENTIAL OF FACILITIES BUSINESS NEED OF A CAUSE DRIVEN ORGANIZATION DEVELOPMENT AND PLANNING

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1 BUSINESS NEED OF A CAUSE DRIVEN ORGANIZATION Nationally: MAXIMIZING THE POTENTIAL OF FACILITIES 1,622 full facilities (median size 46,700 sq. ft.) 828 Storefront / Non facility/other 152 Camps / Conference Centers $30 Billion dollar replacement value AL TURSI Director Facility Management Consulting Gro Development PROPERTY BEST PRACTICES BENEFIT STATEMENT YMCAs bring together people of all backgrounds, abilities, and interests to strengthen community and harness our collective power to bring about lasting personal and social change. Through careful planning, responsible budgeting, and relevant design, Ys maximize the potential of their physical assets including facilities, equipment, and property to ensure their overall operating viability and their position as a leader in the community. By aligning all property decisions with the Y s cause and the organization s strategic plan, YMCA leaders help ensure that their YMCA will have the greatest benefit for the entire community now and in years to come. DEVELOPMENT AND PLANNING In order for YMCAs to be successful in meeting their cause, architecture or facilities. must contribute to the overall mission or purpose of the organization.. meet the character and image of the organization. and each building should be an improvement over the previous one. BUILDING SUCCESS PLANNING A NEEDS BASED APPROACH An important lesson for many architects Owners know more about the buildings than the people who designed them. But architects rarely ask them how their buildings perform once they re off the site. Identify the community needs to be addressed by this capital project to include membership potential, demographics Translate those needs into programs and services the Y will provide Create a space budget that identifies the correct size and type of space necessary to accommodate programs and services Estimate total project cost and develop a realistic pro-forma budget 1

2 PLANNING A NEEDS-BASED APPROACH GOOD DESIGN IS GOOD BUSINESS Community Needs YMCA Goals & Programs Facilities IT S WORTH KEEPING EXISTING MEMBERS CUSTOMER RETENTION WHY BUSINESSES LOSE CUSTOMERS Acquiring new customers can cost five times more than satisfying and retaining A 2% increase in customer retention has the same effect on profits as cutting costs by 10% The average company loses 10% of its customers each year A 5% reduction in customer defection rate can increase profits by %, depending on the industry The customer profitability rate tends to increase over the life of a retained customer Customer turned away by an attitude of indifference on the part of service provider 68% Customer dissatisfied with product 14% Customer lured away by competitor 9% Customer influenced by friends 5% Customer moves away 3% Customer dies 1% Source of data: American Society for Quality Members tell us that the FACILITY Keys to member satisfaction are: BUILDING AGE VS. USER SATISFACTION (Even the best facilities decline over time) Clean and well-maintained facility Equipment in top condition Proper space allocation (right-sizing) Reasonable accommodation Safe, pleasing and appropriate image 2

3 BUDGET IMPACT MONEY MATTERS The performance of your building affects your bottom line! Facility Occupancy: Salaries, Benefits, Utilities, repair & replacement of equipment, supplies, insurance, etc. = 1/3 of total operating budget Facility Occupancy Costs are the second largest budgetary line item next to HR / Staffing costs BUDGET Well established and managed facility budget Review monthly utility bills and understand and manage energy PROFORMA Realistic planning / projections RESERVES Capital Renewal / Maintenance Reserve o Funded and Needs Based Contingency Fund SUMMARY Significant savings can be realized by incorporating efficient and effective property management techniques Building appearance/cleanliness is one of the top 3 factors in member satisfaction and retention. It costs less to retain a member than to acquire a new one. Buildings must be designed correctly for the intended programmatic needs and population as well as meeting community need. GRO DEVELOPMENT / Y-USA BEST PRACTICES Facility Institutional Knowledge Gro Development Web-Site Training Development/Education Webinars Conferences Presentations Y-USA Certified Courses PIPELINE Consultations Operational Positioning Physical Condition Assessments Planning Assistance Capital Development & Renewal Interiors PROPERTY DEVELOPMENT TRAINING, DEVELOPMENT & EDUCATION Webinars Quarterly informational Trainings Clean Technician Maintenance Technician Clean Management Maintenance Management BEST PRACTICES IN YMCA FACILITY OPERATIONS Special Topics ADA Requirements Virginia Graham Baker Act 3

4 OVER $30 BILLION IN ASSETS WITH MANY ASPECTS MANY APSECTS OF FACILITY MANAGEMENT Organizational Planning Financial and Strategic Facilities Assessments Conditions Surveys Contracts and Administration Real Estate Planning and Management Furniture and Equipment Facilities Management Responsibilities Facilities Planning and Space Management Environment and Regulatory Existing Facilities Rehabilitation and Renovation Utilities and Energy New Facilities Design and Construction The management of these facilities depends on how effectively administration and the facility manager can handle all the different responsibilities. Operations and Maintenance YMCAS ARE COMPLEX FACILITIES Other areas of responsibility Preventive Maintenance Asset Management/maintenance reserves Energy Conservation Staff Development & Recognition Safety & Risk Management Capital Development New Renovation Success or failure reflects on management Housekeeping and maintenance are other areas which need to be effective as well Requirements Coordination Management Talent/Skill Training Organizational skills Best Practices provide the best and most efficient facilities We (Administration) need to ensure systems are in place including adequate and trained staff This is the responsibility of both volunteer and staff 4

5 1. PREVENTIVE MAINTENANCE Keeps equipment operating and at peak efficiency Ensures continuous operation Identifies substandard performance Predicts imminent failure Consists of a range of activities with a range of priorities Can be achieved by using something as simple as a month-at-a glance calendar Software and web-based programs are available First step is to catalog all equipment WHAT PM IS NEEDED? Control Systems Require Calibrations & Adjustments Combat Sensor Drift Scheduling WHAT PM IS NEEDED? Structural Systems Require Periodic Maintenance Roof Flashing, Seals, Seams Masonry Expansion Joints Interior & Exterior Finishes WHAT PM IS NEEDED? Buildings Require Seasonal Adjustments Adjustments to shift from winter to summer conditions need to be planned on a seasonal basis. Pre-season preparations for heating & cooling seasons, etc. 5

6 Downtown Branch c1929 Asset Management Plan Item Units Begin Replace Life First Original Past Replace Replace Replace Replace Replace Replace Replace Replace Replace Replace Description Year Year Cycle Replace Cost Due Structural/Architectural Est. Est. Est. Est. Est. Est. Est. Est. Est. Est. Parking Lot 10, $ 15,000 $ 30,000 $ - $ - $ - $ - $ - $ - $ - $ - $ - Perimeter Fencing - Chain Link Type (in lineal feet) 1, $ 7,500 $ 2,000 $ - $ - $ - $ - $ - $ - $ - $ - $ - Flat Roof 40, $ 400,000 $ - $ - $ - $ - $ - $ - $ - $ - $ - Concrete Walkways (per square yard) $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Swimming pool tank (indoor) Tile & grout 4, $ 11,130 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Exterior Surfaces - Masonry $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Exterior Surfaces - Glass Block $ 5,600 $ - $ - $ - $ - $ - $ - $ - $ - $ - Metal Doors $ 8,552 $ - $ - $ - $ - $ - $ - $ - $ - $ - Maple Floor System 7, $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Electrical Electrical Distribution - Circuit Breaker Panels $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Mechanical Boiler - Fulton - Pulse/Nat. Gas - MBH IN 750 / MBH OUT $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Pump - Primary Heat Pump Loop - 15HP/460V/3PH $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 11,621 Domestic HW Heater - 400GPH 125 GAL Tank/ 399,000BTUH Output $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 12,192 Expansion Tank - AHU-1 37 GAL $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Treatment Specialties High Rate Filter Tank (Fiberglass) $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Treatment Specialties Pool Controller $ - $ - $ 1,635 $ - $ - $ - $ - $ - $ - $ - Jandy Pool Water Heater - Nat. Gas $ - $ - $ - $ - $ 2,013 $ - $ - $ - $ - $ - Main Circulator - 15 HP $ - $ - $ - $ - $ - $ - $ - $ 1,488 $ - $ - Back Flow Preventer - Watts 909OSY 4" $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 4,064 HVAC AHU-2 York Packaged Unit / 15 Ton Cooling/Gas Fired $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Steam Room Boiler $ 5,000 $ - $ - $ - $ - $ - $ - $ 6,200 $ - $ - Plumbing Systems Watts 909-3" Back Flow Prevention $ - $ - $ - $ - $ - $ - $ - $ 2,666 $ - $ - Toilet & Fixtures $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Locker Room - Shower Fixtures $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Locker Room - Sink & Fixtures $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Rest Room - Toilet & Fixtures $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Rest Room - Sink & Fixtures $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Rest Room - Urinal & Fixtures $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - 3/28/2016 WHAT ARE THE BENEFITS OF PM? Maintain Operational Efficiency WHAT ARE THE BENEFITS OF PM? Protect and Prolong the Life of Assets The effectiveness & performance of systems and buildings are impacted by wear and tear as well as general use. As systems age the demand for PM increases. PM protects against unexpected failures & poor performance. Wear & tear and general use take their toll on buildings and equipment. Damage can result and greatly shorten equipment life FACILITY OPERATIONS ASSET MANAGEMENT PROGRAM ASSEST LIST 2. CAPITAL RENEWAL/ASSET MANAGEMENT Develops a baseline Catalogues all major equipment Importance to Association Meet Local, State and Federal Requirements Leads to a well defined mechanism for developing a Maintenance Reserve Fund Needs based approach Downtown Branch c1929 Asset Management Plan Item Location Quantity App. Life Unit Cost Replace Next Cond. Strategic Notes & Comments Description Install Cycle Price Year Replace Assess. Priority Date Year Structural/Architectural Parking Lot Exterior 10, $ 3.00 $ 30, Overdue requires replacement Perimeter Fencing - Chain Link Type (in lineal feet) Exterior Rear 1, Overdue requires replacement Flat Roof 40, $ $ 400, Overdue requires replacement Concrete Walkways (per square yard) Entrance $ $ 20, Overdue requires replacement Swimming pool tank (indoor) Tile & grout Natatorium 4, $ 2.50 $ 11, Good working condition. No problems noted. Exterior Surfaces - Masonry Good working condition. No problems noted. Exterior Surfaces - Glass Block $10 $ 5, Overdue, broken units and grout - Needs replacement Metal Doors Exit Doors $1,069 $ 8, Overdue - Needs replacement Maple Floor System Gymnasium 7, $15.00 $108, Good working condition. No problems noted. Electrical Electrical Distribution - Circuit Breaker Panels $750 $11, Good working condition. No problems noted. Mechanical Boiler - Fulton - Pulse/Nat. Gas - MBH IN 750 / MBH OUT 638 Boiler Rm $20,000 $20, Good working condition. No problems noted. Pump - Primary Heat Pump Loop - 15HP/460V/3PH Boiler Rm $4,575 $9, Good working condition. No problems noted. Domestic HW Heater - 400GPH 125 GAL Tank/ 399,000BTUH Output Boiler Rm $3,200 $9, Good working condition. No problems noted. Expansion Tank - AHU-1 37 GAL Boiler Rm $1,550 $1, Good working condition. No problems noted. Treatment Specialties High Rate Filter Tank (Fiberglass) Filter Rm $ 15, $15, Good working condition. No problems noted. Treatment Specialties Pool Controller Filter Rm $ 1, $1, Good working condition. No problems noted. Jandy Pool Water Heater - Nat. Gas Filter Rm $1, $1, Good working condition. No problems noted. Main Circulator - 15 HP Filter Rm $ 1, $1, Good working condition. No problems noted. Back Flow Preventer - Watts 909OSY 4" Filter Rm $3, $3, Good working condition. No problems noted. HVAC AHU-2 York Packaged Unit / 15 Ton Cooling/Gas Fired Wellness Ctr $15,600 $15, Good working condition. No problems noted. Steam Room Boiler Natatorium $5,000 $5, Due - Needs replacement Plumbing Systems Watts 909-3" Back Flow Prevention Boiler Rm $2,150 $2, Good working condition. No problems noted. Toilet & Fixtures Locker Rm $750 $3, Good working condition. No problems noted. Locker Room - Shower Fixtures Locker Rm $350 $1, Good working condition. No problems noted. Locker Room - Sink & Fixtures Locker Rm Gro 2002 Development/YMCA 20 $800 $3,200 of 2022 the USA Good working condition. No problems noted. Rest Room - Toilet & Fixtures Rest Rm $750 $8, Good working condition. No problems noted. ASSET MANAGEMENT PROGRAM ASSEST LIST ASSET MANAGEMENT PROGRAM ASSEST LIST Downtown Branch c1929 Asset Mangement Plan Item App. Life Replace Unit Cost Year Description Install Cycle Year Price 2010 Date Est. Structural/Architectural Parking Lot $ 3.00 $ 30, $ 30,000 Perimeter Fencing - Chain Link Type (in lineal feet) $ $ 2, $ 2, Flat Roof $ $ 400, $ 400,000 Concrete Walkways (per square yard) $ $ 20, Swimming pool tank (indoor) Tile & grout $ 2.50 $ 11, Exterior Surfaces - Masonry $ - $ - Exterior Surfaces - Glass Block $ $ 5, $ 5, Metal Doors $ 1, $ 8, $ 8, Maple Floor System $ $ 108, Ye ar Year Year Year Year Year Year Year Year Est. Est. Est. Est. Est. Est. Est. Est. Est. Electrical Electrical Distribution - Circuit Breaker Panels $ $ 11, Mechanical Boiler - Fulton - Pulse/Nat. Gas - MBH IN 750 / MBH OUT $ 20, $ 20, Pump - Primary Heat Pump Loop - 15HP/460V/3PH $ 4, $ 9, $ 11,621 Domestic HW Heater - 400GPH 125 GAL Tank/ 399,000BTUH Output $ 3, $ 9, $ 12,192 Expansion Tank - AHU-1 37 GAL $ 1, $ 1, Treatment Specialties High Rate Filter Tank (Fiberglass) $ 15, $ 15, Treatment Specialties Pool Controller $ 1, $ 1, $ 1,635 Jandy Pool Water Heater - Nat. Gas $ 1, $ 1, $ 2, Gro Development/YMCA of the USA Main Circulator - 15 HP $ 1, $ 1, $ 1, Gro Development/YMCA of the USA Back Flow Preventer - Watts 909OSY 4" $ 3, $ 3, $ 4,064 HVAC AHU-2 York Packaged Unit / 15 Ton Cooling/Gas Fired $ 15, $ 15, Steam Room Boiler $ 5, $ 5, $ 5,000 $ 6,200 6

7 3. ENERGY CONSERVATION Begin by concentrating on the basics Benchmark energy usage develops a baseline based on BTU provides leadership with information to make decisions 4. STAFF DEVELOPMENT/TRAINING/MOTIVATION Essential for staff motivation, protection of staff and finishes and member satisfaction Maintenance staff trained in proper methodologies Current trainings Clean Technician Clean Management Facility Management Module Maintenance Technician Asset Management & Developing Maintenance Reserves 5. SAFETY & RISK MANAGEMENT Risk: The danger of events occurring that can interfere with the successful operations of a program Risk Management: The practice of anticipating and preventing problems before they occur Safety Manual Describes procedures for various risks and emergencies Pool chemical management PPE Personal Protection Equipment Safety Committee 6. BUILDING COMMITTEE Objectives Creating and executing strategies to achieve maximum operational efficiency Increase building and equipment useful life Reduce risk exposure Commission Potential Members architect engineer contractor energy expert property manager 7. STANDARDS DEVELOPMENT When implemented Will improve member satisfaction Consistency in building operations is critical in the management of our facilities. - Equipment and Housekeeping Simple & Clear expectations by venue 8. MORE BENCHMARKING Maintenance & Energy Expenses Historical Peer Group Expense Ratios/Square Foot Costs Historical Peer Group 7

8 BENCHMARKING BENCHMARKING Most building owners do not understand how their properties perform compared to peer or best practices. Benchmarking Utility Usage Benchmarking Maintenance Expenses Lawrence Berkeley National Laboratory BENCHMARKING BENCHMARKING Benchmarking energy use doesn t have to be much more difficult than comparing the gas mileage of automobiles. Benchmarking Maintenance Expenses will give empirical data related to staff costs, maintenance supplies as well as energy cost consumption. Steven Carlson, CDH Energy Corporation Evansville, WI Al Tursi Anytown YMCA Branch Utility Usage Report Period of Report From: 12/31/2002 To: 12/30/2003 TOTAL Branch 1 Branch 2 Branch 3 Branch 4 Branch 5 TOTALS Btu's 33,860,746,853 14,196,585,297 5,735,907,382 3,655,270,190 5,527,749,287 4,745,234,697 Btu/Sq.Ft. 885, , , , , ,473 $/Sq.Ft. - Energy Only $2.27 $2.57 $1.71 $1.89 $3.09 $2.23 $/Sq.Ft. - All Utilities $2.43 $2.78 $1.85 $2.10 $3.21 $2.36 % Revenue - Energy Only 6.28% 15.68% 6.02% 4.16% 3.77% 5.18% % Revenue - All Utilities 6.87% 16.93% 6.53% 4.97% 4.14% 5.49% Electricity 3,413 BTUs/KWh Btu's 12,180,590,853 4,937,481,297 2,369,352,382 1,036,289,190 2,129,367,287 1,708,100,697 Peak kw kwh 3,568,881 1,446, , , , ,469 $ $329,007 $121,392 $65,761 $31,985 $63,404 $46,465 % 0f Btu's 35.97% 34.78% 41.31% 28.35% 38.52% 36.00% % of Energy $ 76.85% 78.66% 75.60% 67.87% 81.98% 74.52% Natural Gas 103,000 BTUs/CCF Btu's 10,164,452, ,504,000 3,366,555,000 2,618,981,000 3,398,382, ,030,000 CCF 98,684 5,568 32,685 25,427 32,994 2,010 $ $56,424 $4,480 $21,221 $15,145 $13,933 $1,645 % of Btu's 30.02% 4.04% 58.69% 71.65% 61.48% 4.36% % of Energy $ 13.18% 2.90% 24.40% 32.13% 18.02% 2.64% Heating Oil 138,000 BTUs/gal. Btu's 2,830,104, ,830,104,000 Gallons 20, ,508 $ $14,241 $0 $0 $0 $0 $14,241 % of Btu's 8.36% 0.00% 0.00% 0.00% 0.00% 59.64% % of Energy $ 3.33% 0.00% 0.00% 0.00% 0.00% 22.84% Steam 1,200,000 BTUs/MMLBs Btu's 8,685,600,000 8,685,600, MMLBs 7,238 7, $ $28,455 $28,455 $0 $0 $0 $0 % of Btu's 21.38% 50.98% 0.00% 0.00% 0.00% 0.00% % of Energy $ 6.65% 18.44% 0.00% 0.00% 0.00% 0.00% Water Gallons 8,159,460 4,272,760 1,629,000 1,218, , ,420 $ $31,722 $12,283 $7,405 $5,349 $2,925 $3,760 Sewer Gallons 306, , ,000 0 $ $8,578 $0 $0 $3,914 $4,664 $0 Branch Revenue $6,819,000 $984,000 $1,446,000 $1,134,000 $2,051,000 $1,204,000 Square Footage 189,000 60,000 51,000 25,000 25,000 28,000 8

9 BENCHMARKING BENCHMARKING If money is worth tracking, then so is energy. Christopher Russell Author and Director of Market Research SAIC Benham, Baltimore If you don t make the decisions for your facility, the facility will make the decisions for you. Al Tursi Director - Facility Management Consulting Gro Development 9. DISASTER RECOVERY PLAN This is not an insurance policy per se Business Continuity Plan Involves all departments When implemented Pre-arrange a disaster recovery firm Develop a staff hierarchy telephone list Develop a communication and recovery plan Who responsible with contact information emergency notification evacuation security public relations Contact information 10. Risk Management through good facility design Finishes Good design Gro Development can help 9

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12 POOLS AND POOL PUMP ROOMS An eye wash station and safety shower in the pool chemical room (Rule of Thumb, the eye wash station should provide a minimum of 15 minutes of free flowing water. Clear plastic bottles generally are insufficient) Resources Gro Development Sample documents Trainings FacilityDude.com Paddock Pools Hillyard Corporation 12

13 THANK YOU! AL TURSI Director Facility Management Consulting GRO DEVELOPMENT 267 / atursi@gro-dev.com 13