Physical Plant

Annual Report

July 2014—June 2015

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Table of Contents

Mission Statement ………………………………………………………………………… 3

Message from Director …………………..……………………………………………… 4

Administration ……………………………………………………………………………… 5

Operations ……………………………………………………………………………………. 6-8

Building Maintenance …………………………………………………………………… 9-10

Moving/Delivery Crew ………………………………………………………………….. 11

Grounds Maintenance …………………………………………………………………… 12-13

Environmental Health & Safety …………………………………………………….. 14

Custodial Services ………………………………………………………………………….. 15

Utilities/Central Plant ……………………………………………………………………. 16-17

Staff/Longevity ………………………………………………………………………………. 18-19

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The Physical Plant Department mission is to maintain and operate the physical facilities of the University to create a physical environment in which

faculty can teach, students can learn and staff members can perform. The mission includes supporting University goals and activities to assist other

departments in being successful.

Tel 931-221-7424

Fax 931-221-7889

P.O. Box 4696

681 Summer Street

Clarksville, TN 37044

http://www.apsu.edu/physical-plant

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Director’s Message

As students return to campus for the fall semester, I am reminded how much the Physical Plant does to

support the mission of higher education at Austin Peay State University. The dedicated men and women

in the Physical Plant department put students first every day. These employees work tirelessly behind the

scenes to make sure students have an environment to learn and grow.

It has been a year of transition in the Physical Plant. We watched from our front door as the west side

“rebuild” of Governors Stadium was completed. At the same time portions of the Physical Plant were

similarly being rebuilt. Three administrative positions were filled during the 2014-15 fiscal year. In July,

we welcomed Wes Powell as Assistant Director, Landscape and Grounds. In October, Carl Gerhold joined

Austin Peay as Assistant Director, Environmental Health and Safety. Jeff Wagner moved from West

Virginia in January to lead the maintenance trades and central plant in his role of Assistant Director,

Building Services.

With these personnel changes comes the opportunity to take a fresh look at the campus and the structure

of the Physical Plant department. As we begin the new academic year, the Physical Plant will begin

evaluating all aspects of our operations using APPA’s Facilities Management Evaluation Program (FMEP).

This will take us through several broad areas of study including human resources, leadership, strategic

planning, data collection, customer focus and process management. The FMEP will give us the

opportunity to showcase what we do well and also evaluate areas that need improvement.

This year will continue to present both challenges and opportunities. The acquisition of almost eleven

acres on the southwest corner of campus will provide the space to expand parking almost immediately and

provide future space for expansion of other services. Planning is underway for replacement of HVAC

systems in both Sevier Hall and the Music/Mass Communication Building. There are also several smaller

projects that will continue to morph our campus and help prepare us for the next ten years of anticipated

growth.

I’m excited to lead this department and look forward to what the future looks like at “The Peay.”

Tom Hutchins

Director, Physical Plant

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Governors Stadium—Fall 2014

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Administration

All Physical Plant personnel took part in SchoolDude (work order system)

training in June 2015

Representative attended APPA (San Diego, CA) and TNAPPA (Murfreesboro, TN)

conferences

Technicians took part in off-site training for Mitsubishi split systems, safety and

backflow testing

Participated in APPA Facilities Performance Indicators Survey to compare

operations against approximately 400 other colleges and universities

Ad

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Left to right: Jeff Wagner (Assistant Director, Building Services), Wes Powell (Assistant Director,

Landscape and Grounds), Theresa Everett (Administrative Assistant 3), Tom Hutchins (Director), Carl

Gerhold (Assistant Director, Environmental Health & Safety), Kelcy Hibpshman (Moveable Property

Supervisor), Debbie Suiter (Operations Manager)

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Operations

The Physical Plant processed

14,840 work orders during

the 2014-15 fiscal year.

The Operations division of Physical Plant is responsible for all Physical Plant

purchasing, accounting, university keys and access card programming, the

SchoolDude work order system, university vehicles, gas tanks, warehouse supply

parts, pest control, elevators, receiving, package delivery, order pickups, signs and

customer service. A few accomplishments during the 2014-15 fiscal year include the

following:

Warehouse personnel purged the warehouse inventory of over 500 obsolete items

Staff completed a campus-wide lock change to improve security

Operations Manager provided a better way of communicating with technicians

when an item is added to the Warehouse inventory

Planning is underway to add and implement a “Tool Pool” to the Warehouse

inventory for high dollar equipment that technicians share

Op

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Operations

Op

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The locksmith was very accommodating when I asked him to come back one hour later because

of a meeting Dr. White was having in the office.”

- Work Order Completion Survey Responses

WORK ORDER COMPLETION SURVEY

PHYSICAL PLANT EXPENSES FY15 (EXCLUDES UTILITIES)

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Operations

“All work orders I have placed have been completed in a timely manner. I enjoy the

feedback on the SchoolDude program also.” -

Work Order Completion Survey

Op

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APSU Motor Pool Vehicles FY 14-15

# of Vehicles Year Vehicle Types Day Used in 14-15 Miles in 14-15

6 2010 15 Passenger Vans 90 66454

3 2008 Minivans 62 24434

1 2008 Car 64 8452

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Building Maintenance

The Building Maintenance staff, a technically trained and licensed workforce with high

standards of customer service, ensures that the University’s buildings and their

systems are operating properly and providing the optimum physical environment in

support of educational, research, and public service activities. A few accomplishments

during the 2014-15 fiscal year include the following:

Provided maintenance support for the opening of Governors Stadium in September

2014

Implemented extensive Preventive Maintenance program in the housing area for all

crafts

“Any contact that I

have had this year

with the Physical

Plant has been

excellent! They are

very courteous, and

prompt to respond.”

- Work Order

Completion Survey

Bu

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Building Maintenance

SchoolDude Key Performance Indicators APSU Average

Nationwide Top 20%

Total Number of Work Orders 15262**

Work Orders per Student per Year 1.38 1.43 3.09

% Work Orders Completed in less than a Week 84 74 85

Work Orders per Employee per Year 279 260 397.69

Key Performance Indictors FY 14-15

APSU Compared to Other Universities Nationwide*

*SchoolDude maintains 450 servers that store 75 terabytes of data.

Their clients complete millions of work orders, incidents, inventory and

facility requests annually.

**WO totals vary slightly from page 8 due to method of filtering

Bu

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Building Maintenance $296.56

Grounds Maintenance $77.28

Custodial Services $183.18

Physical Plant Administration $62.29

Utilities $613.32

Annual Cost per Student FTE (FY 15—7992 Student FTE)

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Moving/Delivery Crew

Movin

g/D

elivery

The Moving/Delivery Crew provides moving and/or delivery services for projects,

construction, disposal actions, office moves, and department relocations. They also

make regular shipping/receiving deliveries throughout the campus, as well as

retrieval of surplus equipment and furniture as items are identified. They then

catalog those items in a Warehouse inventory and what is not kept or reused by

other departments is sold by auction online with the profits going back into the

University’s general fund. This team processed over 2400 work orders during FY

2014-15. Just a few of their added accomplishments for the 2014-15 fiscal year

include:

Moving crew coordinated the relocation of faculty and staff to Miller and assisted

with the cleanup and restoration of College of Graduate Studies after water

damage to Kimbrough in January 2015.

Coordinated the relocation of College of Education staff from Claxton to Miller

in the summer of 2015 due to HVAC replacement project.

Sold approximately $98,000.00 in inventory surplus items on GovDeals.

“The entire moving crew operation

has been very helpful, time con-

scious, and extremely efficient.

Couldn't ask for a better team to

work with!”

- Work Order Completion Survey

“The moving crew is Awesome! They are ready at a moments notice. Sometimes, I

do not have more than a few moments to get something done!”

- Work Order Completion Survey

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Grounds Maintenance

The Grounds Maintenance crew manages and maintains all campus outdoor areas to include

mowing, landscaping, tree maintenance, parking lot, road and sidewalk maintenance and trash

collection. They also assist and/or clean up after all outdoor events held on campus grounds. Just

a few of their extra accomplishments for the 2014-15 fiscal year include:

Planted nearly 100 new trees on campus and added multiple landscaping beds.

Over 630 man hours were worked to clear snow and ice during two major incidents in early

2015.

Assisted athletic department with hosting of OVC Track & Field competition in May 2015.

Implemented a new turf management program.

Re-sealed and striped the parking lots of Foy, 8th Street, McCord and Browning Drive, as well

as Henry Street around Claxton, Clement and the library. Re-paved Drane Street and

University Avenue lots.

Received approval from Sustainable Fee Committee for a Centralized Irrigation Controller.

Helped repair the soccer field after football practice while stadium was still under construction.

Painted football field lines for band camps and APSU band.

Sent 2 employees to the Green Industry and Equipment Expo in Louisville.

Send 1 employee to the Tennessee Green Industry Expo in Nashville.

Safely removed and relocated multiple wild animals from campus.

Gro

un

ds

“Any contact that I

have had this year

with the Physical

Plant has been ex-

cellent! They are

very courteous, and

prompt to respond.”

- Work Order Completion Survey

13

Grounds Maintenance

The Grounds Crew assist and/or clean up

after all outdoor events held on our

campus such as Mud Bowl, Homecoming

Festivities, and Gov Run, to name a few.

Gro

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ds

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Environmental Health & Safety

Physical Plant safety committee continues to meet monthly, 52 safety concerns investigated.

Safety training conducted for Physical Plant, approximately 65 employees trained monthly.

Completed year 3 of storm water permit requirements

Completed annual air quality permit and onsite inspection from Tennessee Dept. of Environment and Conservation (TDEC).

Completed Tennessee Occupational Health & Safety audit of Physical Plant operations.

Completed two shipments totaling 2,485 pounds of hazardous waste which met annual TDEC Small Quantity Generator requirements.

Assistant Director chairs Environmental Affairs Committee and Sustainable Campus Fee Committee. Became new member of IACUC and Commencement committees.

Purchased new instrumentation to conduct 55 annual chemical fume hood certifications in-house. Completed annual biological safety cabinet certification.

Conducted annual maintenance checks on 980 fire extinguishers.

Completed 31 Mold complaint investigations.

En

v. H

ealth

/Safety

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Custodial Services

The Custodial Services department, in conjunction with GCA Services

Group, is responsible for providing a healthy, sanitary, and safe

environment for the University community by providing an acceptable

standard for cleanliness throughout the university. Responsibilities of

the Custodial Services department include cleaning the interiors of all

classrooms, lecture halls, theaters, laboratories, libraries, offices, halls,

stairs, elevators, and public areas as well as cleaning and restocking

building restrooms on a regularly scheduled basis. They also schedule

and handle non-routine cleaning requests, such as carpet shampooing,

floor refinishing, and additional manpower for special events.

Completed 1295 Work orders for GCA & 32 for APSU Custodial Services.

Cu

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Utilities / Central Plant

Total utility costs for

the 2014-15 fiscal year

were $4,872,178

Chilled water to air condition the buildings in the core of campus is produced by

three electric centrifugal chillers with a total capacity of 3000 tons

Steam to heat the buildings in the core of campus is produced by two, natural

gas, fire-tube boilers

Electricity is supplied to the Austin Peay campus from Clarksville Department of

Electricity. Average monthly usage is between 2.5 and 3.5 million kilowatt-hours.

Utilities

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Utilities / Central Plant

Utilities

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Staff/Longevity

Retired FY 2014-15

Betty Christy/12 Years

Bill King/31 Years

David Lemons/16 Years

Jeff Long/ 31 Years

Ray Rausch/6 Years

Carl Sinkler/15 Years

Staff/Lo

ng

evity

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Staff/Longevity

30+ Years of Service

Sandra Garrett

Debbie Suiter

Staff/Lo

ng

evity

20-29 Years of Service

Ricky Denton

Theresa Everett

Clifford Frederick

Tim Hardy

Kelcy Hibpshman

Mark McLain

Charles Moseley

Mike Ramsay

Jan Suiter

Earleen Barefoot

Kenneth Butts

Barry Coate

Ivan Colon

Kenneth Copeland

Mark Davidson

David Frazier

Charlie Hodge

Ray Johnson

Rhonda Johnson

Charlene Merriweather

David McElroy

Scott Parker

Romeo Rosales

Craig Sager

Sharon Stevens

Donald Stone

Rob Towner

Damaso Vega

Richard Wolf

Scott Barefoot

Andrew Bradish

Jeremy Carpenter

Charlie Collins

Byron Doggett

Pattie Hancock

Bryan Hathcock

Adam Haynes

Johnathan Hill

Edwin Houghtaling

Tom Hutchins

Debra Krafft

Rick McMahan

Maurice Miller

Dean Mitchell

Craig Montgomery

Jeff Moore

Kyle Moore

William Neblett

William Peterson

Chris Rittenberry

Don Sadler

Kenneth Shelton

Brian Shepherd

Kay Stanley

James Tesauro

Michael Thomas

Bobby Wallace

James Wallace

David Waskiewicz

Bryan Williams

Dennis Wilson

Michael Wright

James Douglas, HVAC

Carl Gerhold, EHSO

Ejay Jimenez, Truck Crew

John Marciano, Power Plant

Crystal Moreland, Housekeeper

Wes Powell, Grounds

Jeff Wagner, Building Maintenance

Bryan Williams, Grounds

Dennis Wilson, Operations

10-19 Years of Service

1-9 Years of Service

New Hires this Year

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Report photography complements of Beth

Liggett and Physical Plant staff.