Managing Equipment

1. Managing Equipment chapter 9

2. Recreation Facility Equipment • Recreation facility equipment could be described as items that enhance, make functional, and complete the administrative and delivery operations of a recreation product. • In basic terms, anything in a facility that contributes to the administrative and delivery operations can be considered equipment.

3. Equipment Diversity • Equipment diversity simply means that a variety of purposes can be served by equipment designed to deliver a specific product. • Recreation facility managers should seek out this information and be knowledgeable of the many equipment options that exist.

4. Factors of Equipment Complexity • Special instructions • Warranty concerns • Start, operation, and shutdown procedures • Maintenance requirements • Storage • Employee training • Safety

5. Equipment Use • Each piece of equipment has a unique application toward enhancing product success. • Use of certain recreation equipment could require training ranging from basic to extensive. Some equipment even requires certification before use. • Management must be aware of the use requirements of all facility equipment and make sure that proper training takes place and appropriate supervision is available at all times.

6. Equipment Status • Equipment status is the condition and availability of equipment for users. • In determining the status of equipment, managers must consider these factors: • Product warranties • Preventive maintenance • Projected life span • Replacement schedules • Repair factors

7. Types of Equipment • Equipment is anything in a facility that contributes to administrative and delivery operations. • Equipment can be broken down in greater detail by considering the cost of the equipment and how it is used. • Recreation equipment can be categorized as permanent, expendable, and fixed.

8. Permanent Equipment • Permanent equipment is not affixed to the facility but is necessary in order for the facility to fulfill its intended purpose. • It usually costs more than $500 and has a life expectancy of 2 years or more. • This type of equipment usually receives special maintenance consideration and is managed carefully because of its initial cost and ongoing operational expenses. (continued)

9. Permanent Equipment (continued)

10. Expendable Equipment • Expendable equipment generally costs less than $500 and has a life expectancy of less than 2 years. • Expendable equipment mostly relates to the delivery process and is used with the expectation that it may get lost, broken, or worn out. • By some definitions, this equipment might also be called supplies.

11. Fixed Equipment • Fixed equipment is firmly attached as part of the facility structure and is usually installed during construction. • Removal has a negative impact on the appearance and functionality of the facility. • Examples include efficiency systems (HVAC); fencing; football, basketball, and soccer goals; playground apparatuses; and restroom fixtures. (continued)

12. Fixed Equipment (continued)

13. Efficiency Systems • Efficiency systems are the electrical and mechanical systems of equipment that support the overall use of the facility. • Efficiency equipment includes HVAC, irrigation, and lighting systems. • It maintains comfort, efficiency, and security for users and employees. • It is installed during construction and requires technical ability to operate and maintain.

14. Structural Equipment • Structural equipment is a permanent, attached part of the facility structure. • It is usually installed during construction and is included in the construction cost. • It is not movable, and if eliminated it would negatively affect facility design and functionality. • This category of equipment includes doors, windows, railings, permanent barriers, and permanent seating.

15. Administrative Equipment • Administrative equipment supports a facility’s administrative and executive operations. • Often this equipment takes on a sense of ownership among employees even though it belongs to the facility. • It includes all computers, scanners, printers, telephones, file cabinets, cash registers, calculators, fax machines, dictation equipment, copy machines, and typewriters.

16. Product Delivery Equipment • Product delivery equipment relates specifically to the delivery of the product for which the facility was designed. • Employees use this equipment when providing services to customers, and users may operate it when using the recreation facility. (continued)

17. Product Delivery Equipment (continued)

18. Maintenance Equipment • Maintenance equipment helps keep both recreation facilities and equipment in proper working condition. • Many types of maintenance equipment require qualified, capable personnel. • Training may be provided in house and is necessary for safe and proper use.

19. Other Equipment • Other equipment items should be incorporated into the management process because they assist with the delivery of the core product and core product extensions. • They include all forms of equipment that are planned, designed, and purchased to be used in the management of a recreation facility.

20. Other Equipment: Supplies • Supplies are expendable items that are consumed during the production process. • Examples include office supplies (paper, pencils, staples, paperclips, pens) and cleaning products (toilet paper, paper towels, soap, trash bags).

21. Other Equipment: Keys and Locking Systems • Keys and locking systems involve responsibilities similar to those for equipment as part of recreation facility management. • All recreation facilities need to be secured or locked outside of business hours. • It is also important for recreation facilities to have these systems in place during business hours to keep unwanted people out.

22. Other Equipment: Furniture • Furniture is another recreation facility item that generally involves the same planning and purchasing process as equipment. • Furniture is permanent and is purchased, inventoried, and distributed in a similar manner as all other equipment. • It includes office desks and chairs, credenzas, conference tables and chairs, lounge chairs, sofas, coffee tables, end tables, and television equipment.

23. Other Equipment: Security Equipment • Security equipment is in place to protect the employees and users as well as the facility and its equipment. • Examples are turnstiles, barriers, identification readers, video cameras and monitors, alarms, specialized exit doors, and metal-detection devices. • Security equipment can be permanent or expendable.

24. Other Equipment: Fire Protection Equipment • Fire is the most common form of serious emergency or disruption, and there are legal codes in place for fire protection. • Fire protection equipment includes smoke sensors, exit signs, sprinkler systems, fire hoses, fire extinguishers, and fire alarms.

25. Other Equipment: Decorative Items • Decorative items make the recreation facility more aesthetically pleasing, adding to the appearance to help users and employees feel comfortable. • These items can include window coverings, pictures, sculptures, displays, plants, and floral arrangements.

26. Other Equipment: Signage • Signage is not commonly recognized as equipment in a recreation facility. • Items of this nature are planned, designed, purchased, and usually installed at the time of construction. • Some examples of signage include facility directories, directional signs, arrows, floor and wall guides, individual area signs, and emergency signs.

27. Purchasing Equipment • Appropriate equipment must be placed in the recreation facility in order for the facility to fulfill its purpose. • The timeline for purchasing equipment varies based on the type of equipment being purchased and the timeline for construction. • Recreation facility managers should refer to the construction schedule, research how long it takes to get a piece of equipment delivered, and determine an appropriate timeline for purchasing the equipment. (continued)

28. Purchasing Equipment (continued) • These are the steps to follow when purchasing equipment: • Research • Purchase requisition • Bid process • Purchase orders • Invoicing and payment • Warranty purchasing

29. Receiving and Distributing Equipment • Receiving and distributing equipment are the responsibilities of management. • At the point of delivery, the owner accepts the equipment knowing from that point on it will be difficult to return, a process known as receiving. • Before receiving equipment, facility owners or managers must be sure they are receiving what they ordered both in quality and in quantity.

30. Equipment Inventory • Once a piece of equipment has been received, it must be documented and temporarily stored before it can be distributed. • Inventory is the process of recording the receipt and ownership of equipment. • Through an inventory system, equipment arrival, condition, and status can be recorded and maintained.

31. Equipment Storage • Equipment, particularly specialty items, requires arrangements for storing and protecting it until it is needed for use. • All security measures should be taken into consideration when storing equipment, including proper lighting, locks, and inventory controls. • The storage environment could affect the equipment, so temperature and humidity should be considered.

32. Renting and Leasing Equipment • Sometimes facilities require equipment that the agency does not own or desire to purchase. • In other situations, certain equipment may be necessary for only a short duration or to meet a specific need. • In this case, two options to consider are renting and leasing. (continued)

33. Renting and Leasing Equipment (continued) • Renting equipment is common for small recreation facilities because it requires few arrangements and usually minimal expense. • Leasing equipment is an option when equipment may be needed that is not available for rent or when the cost of the equipment is too great to consider purchasing in one payment.

34. Using Equipment • Equipment assists employees in delivering the product or making it available to users. • Sometimes a fee is charged for use of the equipment for a certain time; this is called a rental. • Equipment rental systems should record the condition of the equipment at the time of checkout and time of return.