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APRIL 2017

Facilities Management

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Our Mission: Guided by our

shared value, each one of us is

fully empowered to consistent-

ly exceed the expectations of

the university to insure a safe,

clean and stimulating learning,

working and living environ-

ment for all involved. To this

end, we will provide the most

efficient and effective routine

and preventative maintenance

services needed to support the

educational goals of

Western Kentucky University.

THE DFM TEAM

2017 Monthly report Training & Development Safety New Hire Orientations Held

Method of the Week/ Custodial weekly topics

Weekly Safety Messages shared

Safety Moments: Traffic and Pedestrian Awareness

Monthly Safety Training: Global Harmonized System, Chemical Safety, and First Aid

Summary of Training Hours for April:

Total Number Training Hours for the month: 491 hours

Training Course # of Participants # of hours Total Training hours

Monthly Safety Training 280 1 280

New Hire Orientation 3 8 24

Weekly Safety Messages 316 .25 79

Leadership Training (Supervisors) 15 1 15

CPR Training 31 3 93

Work Order Statistics

Overall Routine Work Order

Completion Rate 82.9 %

Personnel

-50

0

50

100

150

200

250

1710 7 6 9 7 4

-3

2 0 0 0

Aug-16 Sep-16 Oct-16 Nov-16 Dec-16 Jan-17 Feb-17 Mar-17 Apr-17 May-17 Jun-17 Jul-17

Former WKU EE's 162 157 152 149 144 140 135 133 132 0 0 0

Sodexo EE's 30 48 50 70 68 74 78 78 76 0 0 0

TOTAL SODEXO EMPLOYEES 192 205 202 219 212 214 213 211 208 0 0 0

TOTAL Terminations 6 12 6 8 8 6 15 5 7 0 0 0

Current Vacancies 17 10 7 6 9 7 4 -3 2 0 0 0

SODEXO Staffing Report

Driving Performance

Electrical consumption increased 1.2% in March of 2017 compared to the same period in 2016. Cost in-creased by 5% or $16,526. KW demand increased by 3.7%. There were 450 heating degree days in March for an increase of 30%, there were 4 cooling degree days compared to 5 in 2016. Natural gas usage at the Central Heating Plant increased 10.6% due to the cooler weather cost mirrored last year with an identical spend of just over $95k due to higher natural gas prices.

Western Kentucky University has been in a 5 Minute Response program with the Tennessee Valley Au-thority and Bowling Green Municipal Utilities for several years. This program has been of great financial benefit to WKU for its duration and unfortunately that program is coming to an end. After further finan-cial review WKU will begin on the new IP5 program starting June 1st in lieu of the October 1st previously anticipated. This will allow WKU to save approximately $125K during the months of June, July, August, and September. Beginning October 1st the IP5 rates are higher than the old 5MR so the $125K goes away in October, November, and December. By year end 2017 WKU will end up with a net gain of $2,500. Un-fortunately beginning in 2018 the net result is expected to be a $122K increase to the University for the main campus purchased electricity.

A project to replace 120 high bay metal halide fixtures with LED lighting at the Multipurpose Courts in Preston Center has been approved. The submission for TVA incentive has been accepted and is awaiting an onsite pre-inspection. The Eaton Cooper Steeler fixtures similar to what was installed in the Diddle practice Gyms A & B have been selected for Preston. Energy consumption will be reduced by over 71%. Installation is expected to begin in late May or early June.

A project to clean and paint the interior of HVAC ductwork at South Campus is currently posted for bid. Accumulated dust and debris originating from the internal fiberglass insulation is beginning to breakdown and migrate into the occupied spaces as airborne contaminants. Indoor air quality will be improved once the cleaning and encapsulation of the internal lining is completed.

Modifications to the valve actuators and control sequences are complete on the cooling towers at DSU. Presently whenever two towers/two chillers are required one of the cooling towers continually runs over onto the roof wasting water and treatment chemicals. This been under review for a number of months without a clear solution. It is expected that the modifications that were implemented this month will re-solve this long standing issue.

E&G chillers and cooling towers are being brought online the first week of April. The Central Heating Plant will be shut down for the season as well. The “Steam Team” will be opening manholes for inspection of traps, gaskets, and potential leaks prior to the boiler coming offline. Three areas have been identified for piping repairs/replacement beginning Mid-May immediately following Commencement.

Completed Projects

Completed air handler PM’s at Supply Services, MMTH, Jones Jaggers, and Academic Complex, and Van Me-ter

HRL emergency generator PM’s were completed

Replaced heat relay and control board Student Publications 103

Assisted JCI with locations for new control panels in FAC

Repaired reheat in rooms 122, 252, 218 at Tata Page

Replaced failed pressure regulator MMTH hot water loop

Replaced failed NAE and two VMA devices at Honors College

Replaced failed pressure regulator Preston hot water loop

Repaired/calibrated chilled water flow meter at Gatton

Troubleshooting devices constantly dropping off and back online at Honors

Completed coil cleaning at Richardsville Transmitter site

Repaired mini split unit at FAC telecom room

Started chillers all E&G chillers completed seasonal switchover from Heating to Cooling

Completed installation of new HVAC equipment at the Presidents Home

Assisting maintenance with E&G generator PM’s

Completed draining and washing out of Central Heating Plant boilers and deaerator

Central Heating Plant boilers prepped for annual internal inspection

Replaced blower assembly Music Hall boiler

Completed air compressor PM’s at Central Heating Plant

Re-installed BTU meter at Tate Page and Academic Complex

Completed data wiring for Helm domestic water meter

Recalibrated power meter at Van Meter Hall found set to incorrect value

Repaired/cleaned humidifies at offsite museum storage at Service Supply

Set up new modulating control valve on DSU cooling tower

Completed VFD PM’ at Fine Arts Center

Driving Performance

Environmental Services Department

Crews have been assisting with a number of events as we near the end of the semester. Four high school proms, several weddings, and countless formal dinners have kept our staff busy.

We are detail cleaning Diddle Arena to prepare for Graduation ceremonies. Changes in floor care have been initiated to enhance the building’s appearance.

Representatives from 3M Corp demonstrated new terrazzo sealers.

We are putting the final touches on plans for summer cleanup.

We are planning to enhance our event scheduling, training, and supervision. We will roll out a revamped method this summer to begin in the fall.

Building walks are being conducted nightly by ESA Manager to ensure that we meet the client’s objectives.

Team building and more focused meetings will begin in May with supervisors as we look to be-come more outwardly focused toward our student’s faculty and campus.

We are preparing thank you cards to be placed on each faculty member’s desk to thank the group to allow us to serve them this academic year.

We are coordinating temporary assignments with Kelly employees as we fill holes for vacancies and long term absences.

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Area Team ONE:

Completed Projects:

Assist with installing new building heat/hot water pump at PHAC.

Installed new mop sink faucet at south campus C-160 area and then removed drywall for replacement.

Assist with logging all data and installing asset tag numbers on equipment that area team found above ceil-

ing in Knicely Center room 208 area.

Rebuilt the building heat loop pump at Health Services.

Rebuilt the back flow preventer on the emergency backup water at the central steam plant.

Rebuilt the backup pump at South Campus.

Rebuilt the condenser water pump at South Campus.

Rebuilt and tested the backflow preventers on the domestic water main at Ransdell Hall.

Tested the backflow preventer on the makeup water at Tate Page Hall.

Repaired the emergency backup lighting control system at Knicely Center 208 area by installing 4 new

batteries and also set up unit for P.M.’s

Area Team TWO: Completed Projects: Replaced the light fixtures in the two older restrooms on the 2nd level concourse of Smith East. Repaired a leak on the tempered water recirculation line at Smith West. Installed a new air compressor for the dry fire sprinkler system located in the Heater House Mechanical

Room. Had a lot of scheduled events: Drum Competition, CABalistic, WWE Wrestling, Spring Sing, Spring Football

Game, CABOOM!, and CEC Family Fun Day. Assisted AT1 with a blown fuse problem at AC. Found loose connections in a distribution panel. Shut down

the power and tightened all connections and replaced fuses. Stewart-Richey repaired some leaks in the dry fire sprinkler system at PPB. Wimpee’s Welding repaired some handrails and fabricated a cover at Smith Stadium.

Area Team THREE:

Completed Projects: Farm- Equine building – install new lighting interior and exterior. Farm-Riding Arena – install new outside lighting Gordon Wilson-cleaned exhaust fan and duct work attic. Weatherby-Cleaned ‘’ back flow preventer. Craig Administrative- lighting repairs. VMH repaired hot water recirc line leaks FAC-repaired and replaced bulbs and lighting on 2nd and 4th floors. VMH fountain - assist contractor

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Area Team FOUR: Completed Projects: Ran new electrical circuit for attic air handler at the Presidents House Repaired cracked 2” water supply line in Main Mechanical Room at GCC Pumped ground water out of fire meter pit at EST Filled and started AAC fountain for the season Replaced several bulbs and ballasts in High Bay at EBS with lift Unstopped clogged sewer line on first floor at IEB

CENTRAL TEAM Completed Projects: Pressure washing/painting of the President’s House exterior Painting of the Presidents house kitchen Painting of TPH common areas Earth Day Support

Nights and Weekends Completed Projects: Conducting environmental/dew point monitoring in the following locations: Helm Sub-basement,

Helm Basement, TPH 3rd floor center core, JJ 11,1 JJ 111A, JJ 112, JJ 114, TCCW 433, TCCW 4th Floor ceiling, SSB Events Office, Snell 4107, GWH 200A, 200B and 310, President’s Office, Potter 208, Afri-can American Museum.

Replaced all ceiling tile in FAC 188, 259 and 249 and got started on changing some in some of the offices.

Repaired lights in the parking structures on the weekends.

Stockroom:

Completed Projects Finished March reconciliation Uniform and shoe orders placed for new hires along with replacement orders for existing employees Monitored quotes and placed orders for lamps and ballast not on contract Monitored lamps to maintain a standard across campus on color to reduce inventory and cost. Researched, ordered and received supplies for HVAC, Energy Management, Steam Plant, Central

shop, Night Maintenance, Grounds, Auto Shop, Recycling, HRL, Area Maintenance, HRL and special order items for Building Services.

Monitored and reconciled participation with Melinda Peay and Phil Kinser in pilot procurement card program from PNC to JP Morgan Chase.

Met with Marci Morehead, Dan Uhls and Mark Updegraff on continuing contract with Cape Electric for lamps which is up for renewal in May 2017. Discussion was made to not renew contract.

Completed Procurement Card Cardholder/Record Keeper testing required by Procurement card Ad-ministrator.

Met with Building Service Director and Manager and settled on an agreement of janitorial stock items and summer project items.

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SURPLUS and RECYCLING

This April we celebrated Earth Day with community partners, student organizations, and university depart-

ments. WKU's Waste Characterization Studies are a great opportunity to engage and educate students, fac-

ulty, and staff, and are an effective method for raising awareness about our waste. For this year’s Waste

Characterization Study, we chose to assess Wetherby Administration Building’s trash and recycling, as

Wetherby residents are some of WKU's best recyclers, averaging 40.6% Recycling Rate (CY17)! Equipped

with appropriate PPE and some strong-stomached volunteers, we sorted through Wetherby’s trash and re-

cycling, weighing and recording each material. Some highlights from the study include the following:

Although Wetherby is an administrative building and not a food-producing location, food was still the

single largest percentage of their waste stream—28%. The material with the second largest percentage

was non-recyclable paper at 17%. The majority of materials in this category are napkins and paper tow-

els. Wetherby’s recycling stream is VERY clean! Only 5% of of the 105 pounds of recycling that we sort-

ed through was not recyclable. Common contaminants include styrofoam, non-recyclable paper such as

paper towels and napkins, and blended materials (snack packaging, etc.) Despite excellent recycling

practices throughout Wetherby, 35% of Wetherby’s trash remains recyclable! Some examples of recycla-

bles found in the trash include plastic food containers, cardboard packaging, and paper.

Campus wide, our Single Stream recycling numbers continue to climb, increasing 10% from last April’s Single

Stream.

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Completed Projects:

Maintenance Projects RodesHarlin- Checked all hallway HVAC units to make sure proper

operation. Bemis- Repaired leak on second floor showers. Bates- Replaced exhaust vents and motor in mechanical room. Poland- Switched director apartment from main boiler to hot wa-

ter heater in apartment. Ordered summer stock for summer projects. Switched from heating to cooling and assisted with turning on

chillers at Gilbert, McCormack and Rodes. Switched from steam to boiler at East hall. Housekeeping projects and Accomplishments. We have started planning for summer camps and summer pro-

jects and have been working on our cleaning schedules. We have ordered supplies for summer cleaning. We have been doing QA inspection using the Breeze program. We have cleaned several quest apartments at KY street. We have interviewed for our open Team Leader position. I have been working with Kelly services for our extra temp posi-

tions we need this summer.

Upcoming Projects

We are currently working on our Summer camp cleaning and maintenance schedule.

We are also getting updates on construction projects during sum-mer.

Transformer replacement at PFT will begin sometime mid May. Dates and time to be determined.

Long-Term Expectations: We currently are working to fill our 2 open

housekeeping positions. We have filled 1 second shift position and 2 day

shift positions. We will be working to fill a second shift maintenance po-

sition. Interviews to resume in May. We are getting ready for the transi-

tion weekend on May 12, 13th and 14th at Bemis for summer school

check in.

Innovative Solutions: We have asked the vendors to show us any new innovations out there on equipment etc. We are looking at some new housekeeping equipment, an Ultra compact upright auto scrubber and a Dry foam carpet care system for spotting carpets. Jimmy Thomas of Kenway has showed demoed some new equipment for taking care of centiva. I will be looking at some new more efficient equipment that can help us clean the outside glass on our buildings.

Customer Focus: We have started out Q&A Breeze program in-specting housekeeping areas each week. We have also started our maintenance walks in mechanical rooms and will report findings to out Directors. We are looking at general repair and safety issues. A report will be sent to the Director of Housing for review. We are having daily huddles to help with communication. We are getting Team Leaders and Supervisors housekeeping training so they can receive a certification. We have an onboarding training program for new hires we are imple-menting. We are working on a new way to students can report mainte-nance problems in the Residence Halls. Angie Jackson is working on this project and we are planning a small test group to see how students like this.

Enhanced Wellbeing: We have completed our monthly safety training

with Tim Salloum. First aid, GHS, hazcom and chemical safety.

Driving Performance: With additional trainings planned we hope to improve custodial and maintenance customer service.

Strategic Vision: Vision—look into the future We will be looking at

ways to save money in any areas as we are always challenged by budget cuts. We will partner with E&G and look at some other misc. custodial supplies to see if we can save money using our buying power. We will look for any innovation and new products to better our housekeepers and maintenance. We are working with E&G side to make custodial op-erations more uniform across both departments.

The Sodexo Experience.

Weekly Huddles held with staff

Monthly Department meetings held

Recognizing staff for going above and beyond and providing great customer service.

Shelia Beasley received a 25 year service award from DR.

Ransdell.

OUR DFM MISSION

Guided by our shared value, each one of us is fully empowered to

consistently exceed the expectations of the university to insure a

safe, clean and stimulating learning, working and living environ-

ment for all involved. To this end, we will provide the most effi-

cient and effective routine and preventative maintenance services

needed to support the educational goals of Western Kentucky

University.