Capital Improvement & Maintenance Project Program Budget & Forecasting

1. Capital Improvement & Maintenance Project Program Budget & Forecasting Michael J. Donnellon, Jr RLA, ASLA Laurie A. Cooper Donna Folland

2. Introductions: Michael J. Donnellon, Jr. Laurie A. Cooper Donna Folland Chief of Park Facilities, Maintenance & Development 21 Years with OCPR Registered Landscape Architect Technical Assistant 4 years with OCPRC Process Management BS in Industrial Administration Senior Planner 7 years with OCPRC BS in Biology Experience in nonprofit management

3. Presentation Goals • Establish and reproduce an annual process/procedure to update and prioritize capital and maintenance projects. • Write a quantitative project scope description. • Summarize sustainable capital and maintenance project goals for existing facilities.

4. About Oakland County Parks • 13 park locations • 32 fiscal budget centers • 6,742 acres of land • 4 conference centers • 5 golf courses • 2 waterparks • 3 campgrounds • 3 dog parks • 6 day use parks • 1 fairgrounds • 1 historic barn • 1 farmers market • 230+ structures • 68 miles of trails • 1 million+ square yards of pavement • 32,000 linear feet of fencelines • 80 Full-time employees • 500+ part-time employees • 10 park commissioners • $25.2 million budget

5. WHERE TO BEGIN…… Electrical HVAC Roofing Building Equipment Signage BASIC ASSET INVENTORY Painting Sidewalks Parking Landscaping Plumbing

6. Asset Inventory • Why complete an Inventory? • Understanding of your Assets • Life-cycle • Begins to identify Asset Needs

7. Asset Inventory Year Constructed Stucco • Basic Inventory identifies: • Name • Categories • Dates • Materials • Location • Value (CRV) Adam’s Lake Lodge Building Fiscal Records Last Replaced Vinyl Sided GIS Moraine Knoll Site Insurance Values Asphalt Shingles Google Earth Hidden Springs Beach Metal Roof

8. Asset InventoryNames/Categories Names Campground Recreation Pavilion Categories Site Assets Independence Blvd, Lakeview Trail Building Assets Conference Center, Restroom, Pavilion

9. Asset InventoryDates/Materials • Dates • Year the asset opened • Year the asset was last improved, renovated or expanded. • Structural Materials • Roofing • Exterior Finishes • Pavement

10. Asset Inventory;Location/Value • Location • Technology • Photos • Value – aka Current Replacement Value • Sources • Insurance Records • Project & Construction Records • Fixed Asset Reports • Industry Calculations • Planning Documentation • Inflation Adjustments

11. Project Identification • Specific Project • Budget Center based • Focuses on an specific asset • Budgetary Program • Organizational funding Write the Project Scope of Work

12. ADD Addison Oaks Park Adam’s Lake Lodge - Roof Replacement Project Cost Center Facility Name Project Short Descriptive

13. C Capital Budget ADD Addison Oaks Park Adam’s Lake Lodge - Roof Replacement Project Type C – Capital Budget M – Operational Budget

14. C Capital Budget ADD Addison Oaks Park Adam’s Lake Lodge - Roof Replacement Replacement of a 25 year old, 500 square asphalt shingle roof with a metal roof. Replacement of an existing roof Scope Description Quantitative Units of measure Age Material Any changes

15. C Capital Budget ADD Addison Oaks Park Adam’s Lake Lodge - Roof Replacement Replacement of a 25 year old, 500 square asphalt shingle roof with a metal roof. Project Budget Unit Costs Similar Past Projects Costs Contingency $192,500 $175,000 + 10% contingency 500 square metal roof x $350 per square

16. C Capital Budget ADD Addison Oaks Park Adam’s Lake Lodge - Roof Replacement Replacement of a 25 year old, 500 square asphalt shingle roof with a metal roof. Project Category Health & Safety Regulatory Revenue Generation Operational Efficiency Facility Enhancement Operational Efficiency $192,500

17. C Capital Budget ADD Addison Oaks Park Adam’s Lake Lodge - Roof Replacement Replacement of a 25 year old, 500 square asphalt shingle roof with a metal roof. Did your scope include? Project Cost Center Project Name Project Type Scope Description Budget Categories Operational Efficiency $192,500

18. Budgeting & Forecasting • Management Plan • Based on Operational Need/Category • Budget Limits • 4 – 5 year timeframe • Unscheduled Projects

19. Budgeting & Forecasting • Planning Review • Community Need • Regional Plans • Identifies Outcomes • Community Effects • Planning Documents • 5 Year Recreation Plan • 10 Year Park Plans

20. Budgeting & Forecasting • Organizational Review • Administration • Management Plan Summary • Commission/Board

21. APPROVE & ADOPT FY2017 Project Investment Health& Safety Regulatory Revenue Generation Operational Efficiencies Facility Enhancement

22. Review Annually • Go to the SOURCE! • Park Operations Staff • Review current management plan • Have operational priorities changed? • Are there any new projects to consider? • Meet On-Site • Record the Discussion • Adjust the plan • Work the plan

23. Conclusion • Understand your Assets • Identify Projects & Programs • Write an effective Scope of Work • Categorize & Prioritize • Review and adjust • Involve all levels of the organization

24. Resources • OCPR planning documents available at: https://www.oakgov.com/parks/getinvolved/Pages/Planning.aspx

25. Q & A • Questions? • Michael J. Donnellon, Jr • 2800 Watkins Lake Road • Waterford, Michigan 48328 • (248) 343-6290 Mobile/Office • donnellonm@oakgov.com • Laurie A. Cooper • (248) 858-4621 • cooperl@oakgov.com