PHYSICAL PLANT DIVISION
Physical Plant’s mission is “To enhance the learning environment of the University
through high quality services and wise stewardship of its physical assets.” To accomplish
this, the Physical Plant Division (PPD) supports the University in its research, service,
and instructional activities by the operation and maintenance of the physical facilities.
The following is a summary of major accomplishments during the past fiscal year and
goals for the new fiscal year. An organizational chart for the division is shown at the end
of this section.
Summary of Major Accomplishments
The most challenging part of Fiscal Year 2004 was to minimize further erosion of our
capability to maintain and support the campus facilities and infrastructure at an adequate
level in spite of reduced resources. This was accomplished through diligence, efficiency
and innovation. PPD was able to support the campus community with a minimal drop in
the visible level of service to customers (routine maintenance, repairs, custodial service,
grounds maintenance, utility distribution, and other related activities). By effective
management of operations, funding reductions were addressed through various initiatives
such as adjustments to level of service, prioritization and deferment of work and
reduction of staff levels by attrition in all functional areas.
In spite of the difficulty in addressing the resource reduction, progress was made in
addressing strategic goals established by the Office of Senior Vice President for Finance
and Administration (SVPFA). The following actions were accomplished in regard to the
Physical Environment Goal 5 to “Continue making existing buildings environmentally
friendly and build environmentally friendly features into plans for new structures as
• Green Roof – In collaboration with the Institute of Ecology an experimental green
roof was installed over a portion of the Boyd Graduate Studies Building. This
concept should reduce storm water runoff, and also reduce roof temperatures.
• Rain Garden – Constructed a storm water bio-filtration feature as a demonstration at
Chicopee; this system absorbs the first inch of rainfall runoff keeping pollutants out
of waterways. This new approach to storm water management will be utilized in the
Lumpkin Street infrastructure upgrade, cooperatively designed by UGA and Athens-
• Tanyard Monitoring – In efforts to restore a highly degraded stream, which runs
through campus, quantifiable data is being gathered in a yearlong study to document
stream health at various locations.
The following actions were accomplished regarding the Physical Environment Goal 4 to
“Maintain integrity and continuous application of the campus master plan and its direct
ties with the University’s Strategic Plan..
• Continuation of Brooks Mall utilities upgrade and green space implementation.
• Completed water study to identify potential projects for reducing water consumption
and sanitary sewage discharge.
Also, actions were accomplished regarding the Physical Environment Goal 6 to “Operate
campus facilities more efficiently, creating savings on utilities expenses”.
• Installed “chiller check” software to enhance energy conservation in the operation of
chillers and/or chilled water loops.
• Began a Facilities Condition Assessment to better identify and manage backlog of
deficiencies and prioritize projects, including recording deficiencies in a database
• Completed economic analysis regarding the implementation of a cogeneration
• Implemented improvements to Central Steam Plant to increase efficiency.
• Completed a Central Steam Plant study to confirm the economics of central steam
generation, identify growth requirements for capacity expansion, and established
projects to ensure steam distribution to critical facilities.
Another SVPFA strategic goal was to make UGA “A Great Place to Work” and to
“Continue to provide opportunities for University employees to upgrade their skills and
knowledge.” The following actions were accomplished:
• Continued to improve computer access in shop areas.
• Provided PC’s in training room and implemented basic classes for employees who are
unfamiliar with computer use.
• Implemented real-time access to GIS-CAD applications and established a position for
upward mobility to CAD operator.
• Established upward mobility position for PC troubleshooting and staff PC support.
• All employees accomplished vehicle parking registration on-line by using PC’s
available in PPD training room.
Progress was made in addressing strategic goals established at Physical Plant. The
following summarizes some major accomplishments:
• Developed a Request for Proposal (RFP) for a Computerized Maintenance
Management System (CMMS).
• Implemented a Facilities Condition Assessment (FCA) Program which completed
building audits for 1.4 million square feet of space this fiscal year.
• Enhanced GIS/CAD programs with access to real time information and new
• Continued to provide computers for employee access in operational areas and
provided training and troubleshooting assistance.
• Managed activities in regard to the Main Library fire, Pharmacy fire, and the
Veterinary Medicine flood. Provided quick response to clean up/debris removal and
the subsequent required repairs and renovations.
• Installed first porous concrete pavement on campus.
• Provided utility support related to new construction such as the Coverdell Center,
Hull Street Parking Deck, East Village Dormitories/Commons, and Veterinary
Medicine BioResources buildings.
• Implemented web-based budget amendments and personnel report preparation; also
implemented and assisted in troubleshooting electronic payroll and leave reporting.
• Continued to improve and upgrade campus utility infrastructure.
• Participated in the local United Way Annual Day of Caring.
• Implemented Phase I of the Building Access Control Program for campus facilities.
There were many other highlights and accomplishments in all functional areas during the
year. While most work is of a routine nature, some of these are summarized in the
following departmental sections.
Summary of FY 2004-05 Goals
The division anticipates progress next fiscal year related to our four main strategic goals
• Develop and implement a formal and comprehensive employee career development
and recognition program.
• Enhance technological integration into PPD.
• Take maximum advantage of funding opportunities and optimize fund management.
• Examine existing organizational structure and processes to maximize efficiency.
With respect to enhanced technologies, plans are underway to select, install, and fully
implement an operational replacement CMMS. This new web-based system will enhance
management of functional areas and upgrade management information/cost
accounting/time reporting and other systems to streamline procedures and reduce
Also, in regard to enhanced technologies, plans are underway to expand Building Access
Control Systems in campus buildings. This includes developing a yearly program with
guidance from a campus steering committee.
Related to optimizing fund management and opportunities, PPD plans to continue the
updating of the Facilities Condition Assessment with an audit of another one million
square feet; this will be beneficial in identification and management of the backlog of
building deficiencies, and facilitate the prioritization of work. Additionally, opportunities
for major projects funded from other sources are anticipated, such as, renovations of
University Village buildings.
In regard to an Employee Career Development and Recognition Program, we anticipate
progress, in coordination with Human Resources on a recognition program based on
longevity of service, opportunities for career development, etc.
Organizational processes will continue to be examined for maximum efficiency; some
tactical objectives under review include:
• Evaluation of Zone Maintenance Concept.
• Evaluate transportation alternatives to reduce travel time to jobsites.
• Implement bar coding for warehouse inventory.
• Establish formal customer feedback process.
• Implement key performance measures for work areas.
• Examine off-shift/after-hours coverage processes.
• Establish campus-wide energy/utility management plan.
Additionally, other objectives that we will continue to address include:
• Develop a system to integrate University Geographic Information Systems (GIS)
mapping and Computer Aided Design (CAD) building floor plans that will allow the
various campus users to access common reference documentation for all buildings the
University owns and uses. This will include access for University Housing,
University Architects, University Real Estate Foundation, Institutional Planning,
Physical Plant, Environmental Safety, Homeland Security and Preparedness, Police
Services and Athens-Clarke County (ACC) Fire, and any other offices and
departments that have need for access to the information. This development will
include the ability for expansion and linkage to spatial data and other referential
information that can be connected and accessed through systems utilizing appropriate
• In cooperation with ACC, establish and implement an integrated storm water
management plan for the Lumpkin Street corridor and Tanyard Creek interfaces to
include educational, research, and environmental demonstration opportunities and to
address environmental regulatory requirements. In addition, continue to partner with
ACC regarding overall Storm Water Phase II planning and implementation of
PHYSICAL PLANT DIVISION
PHYSICAL PLANT DIVISION
Associate Vice President
Senior Director - Administration
R. J. Semerjian
Payroll/Personnel, Work Mgmt.
Director, Grounds Director, Services Director, Operations & Maint. Director, Utilities Director, Construction Director, Engineering
Dexter Adams Wayne Dill Gene Austin John Benca Don Tadlock Barry Bloom
Maintenance, Landscaping, Custodial Services, Automotive, Building & Preventive Maint. Central Steam Plant In-House Construction Design
Streets and Hardscape Material, Support Services Trade Shops Utilities Construction Contract Administration Facilities Inventory
BUSINESS MANAGEMENT SECTION
The Business Management Section is responsible for the business-related functions of
accounting, budgeting, and cost accounting. This section works closely with all levels of
the division’s managerial team in planning and coordinating fiscal matters. The section
operates the Cost Accounting Information System, which provides management data on
all Physical Plant projects. The section also maintains other local database programs
which capture and report cost information on Petty Cash and P-Card purchases, cost
summary information for work orders, utility cost information, as well as supply and
equipment cost information. The section strives to provide the necessary financial
information to Physical Plant management to create oversight of PPD expenditures and
provide tight budgetary control.
Overall, the Physical Plant operating funds and the Physical Plant major repair and
renovation funds (MRR) were managed closely and effectively during the fiscal year.
The following is the FY 2004 year-end summary of fiscal operations under Physical Plant
Budget Expenditures Balance
Physical Plant Resident Instruction Operations $40,510,088 $40,513,295 ($3,207)
Physical Plant Staff Benefits $6,901,774 $6,901,774 ($0)
Sub-Total $47,411,862 $47,415,069 ($3,207)
Major Repair and Renovations (MRR) $8,198,817 $8,198,815 $2
Total $55,610,679 $55,613,884 ($3,205)
Total Physical Plant Resident Instruction operating costs based on space maintained
(8,282,656 square feet) is $5.725 per square foot. (Excluding staff benefit costs this
works out to $4.891 per square foot.) The following provides a summary of expenditures
for FY 2004 by functional areas:
Expenditures Cost Per Square Foot
Administration $2,324,847 $.281
Building Maintenance $9,138,797 $1.103
Building Services $11,359,601 $1.371
Grounds Maintenance $3,798,371 $.459
Utilities $14,400,453 $1.739
Other Services $2,417,360 $.292
Major Maintenance & Repair $3,975,640 $.480
Total $47,415,069 $5.725
The MRR allocation of $8,198,817 under Physical Plant purview included many projects
which benefited the campus community. These projects were requested and approved
through formal MRR procedures established by the Board of Regents. Some MRR
projects of interest include: roof replacement program, renovations for new faculty,
utility infrastructure upgrades, teaching lab upgrades, Main Library brick repairs,
building electrical upgrades, classroom upgrades, restroom upgrades, elevator upgrades,
asbestos abatement program, fire code corrections, fumehood upgrade program, and
Resident Instruction utilities (materials/fuel only), the largest cost item for Physical Plant,
decreased by 1.8% to $12,939,418. This decrease was primarily due to a reduction in the
electrical rate, a reduction in utility system improvements/upgrades, and a reduction in
coal reserves. A combined cost schedule is provided comparing actual expenditures for
FY 2004 and FY 2003.
RESIDENT INSTRUCTION UTILITIES
FY 2004 ACTUAL FY 2003 ACTUAL
AMOUNT UNIT COST UNITS AMOUNT UNIT COST UNITS
UTILITIES $6,600,940 $0.03165 208,589,808 kWH $6,513,959 $0.03200 203,195,726 kWH
STEAM $83,389 $0.04200 1,985,448 kWH $104,419 $0.04500 2,320,419 kWH
TOTAL $6,684,329 $0.03174 210,575,256 kWH $6,618,378 $0.03220 205,516,145 kWH
UTILITIES $1,300,410 $0.77334 1,681,553 Thm $1,252,711 $0.72943 1,717,381 Thm
STEAM $2,351,196 $0.53767 4,372,938 Thm $1,353,706 $0.50005 2,707,154 Thm
TOTAL $3,651,606 $0.60312 6,054,491 Thm $2,606,417 $0.58908 4,424,535 Thm
UTILITIES $0 $0.00000 0 Gallons $14,325 $0.88917 16,110 Gallons
STEAM $91,250 $1.06850 85,400 Gallons $463,311 $0.79958 579,442 Gallons
TOTAL $91,250 $1.06850 85,400 Gallons $477,636 $0.80200 595,532 Gallons
STEAM $600,621 $93.77 6,405 Tons $837,982 $59.79 14,016 Tons
UTILITIES $804,086 $0.002401 334,940,995 Gallons $830,754 $0.002294 362,123,130 Gallons
STEAM $1,470 $0.005243 280,392 Gallons $3,398 $0.002920 1,163,699 Gallons
TOTAL $805,556 $0.002403 335,211,387 Gallons $834,152 $0.002296 363,286,829 Gallons
UTILITIES $3,942 $4,080
UTILITIES $529,471 $532,153
STEAM $481 $922
TOTAL $529,952 $533,075
STEAM $30,098 $47,832
UTILITIES $248,102 $444,331
STEAM $293,962 $776,784
TOTAL $542,064 $1,221,115
UTILITIES $9,486,952 $9,592,314
STEAM $3,452,466 $3,587,902
TOTAL $12,939,418 $13,180,216
HUMAN RESOURCES AND PAYROLL OFFICE
Ms. Paulette Anderson, Personnel Specialist III, retired during the year with 34 years of
service. Ms. Linda Brown, Clerk III also ended her employment with the Physical Plant.
Two new staff members joined the office, Ms. Tonya Benjamin, Personnel Specialist III,
and Denise Osborne, Personnel Assistant II.
Limited employment continued during the year and each vacancy was evaluated prior to
being filled. Overall, the Physical Plant Division continued to reduce staffing another five
percent to 815 EFT during the fiscal year.
The process of evaluating and revising job descriptions within Physical Plant continued.
Physical Plant staff provided the Human Resources Division with information concerning
specific work details during this process.
This office was active in providing supporting information, coordination and advice
concerning numerous complex personnel actions. Electronic budget amendment and
personnel report preparations were implemented. Also, electronic payroll preparation of
the salaried bi-weekly and hourly bi-weekly payroll began. Electronic leave reporting
was also introduced in some areas.
This office continues to be a proponent of technology, as it applies to human resources
and payroll functions and employee training. Computer classes become more informative
and comfortable with 108 employees participating. These classes will be offered on a
continuing basis using in-house instructors and the PPD training room.
The University’s Shared Leave program was implemented and has resulted in several
employees being awarded additional sick leave for lengthy personal illnesses. A total of
99 employees received perfect attendance commendation letters.
The office coordinated a variety of functions. Drug/alcohol screenings, mandated for jobs
requiring a commercial driver license, were performed on 12 employees. Physical Plant’s
American Red Cross Blood Drive resulted in 40 employee donations. The University’s
Combined Campaign for Charities concluded during November and employee
contributions were returned directly to the University’s Budget Division.
52 individual training events were held during the year and resulted in 1,358 training
hours. Also, shop training was provided covering fire safety, asbestos refresher,
hazardous chemicals and right-to-know topics.
The human resources and payroll office prepared 375 personnel reports and 153 budget
amendments. A total of 97 job postings resulted in the processing 2,728 employment
applications. Six new positions were established and 42 employees were promoted. Job
injuries totaled 188. Physical Plant provided 77 employee orientations. Twenty-six
employees retired during the year.
The Work Management Section continued to support various operations through the
coordination and administration of the estimating, consulting and work order tracking
functions. The section worked closely with all areas of the division in addition to
effectively working with the University community concerning work requests.
The Work Management Department has three major areas of responsibility; estimating,
professional services coordination and work order status.
The Estimating Section completed 354 estimates with a total value of $18,575,063.
The department coordinated 80 design projects during the year at a total fee value of
Efforts related to these architectural/engineering (A/E) services included: Assisting in
project development and design; coordinating required documents for bidding purposes;
acting as the central point of contact for the Physical Plant with A/E’s; process A/E
payments; and coordinate/facilitate all related activities with the appropriate in-house and
departmental staff. Emphasis was also placed on meeting design deadlines based on
Work Order Status
The department continues to track the status of major Physical Plant and departmental
work orders, keeping the associate vice president abreast of client's expectations,
funding, cost overruns, and scheduling problems. The department supervisor attends all
Physical Plant departmental meetings and provides input as required.
A significant portion of this effort involves working with the senior director and business
manager to budget, prioritize, and track MRR projects and working with departments to
make sure MRR projects proceed in a timely manner and within budget (e.g. OVPR new
faculty projects). The FY 04 budget for these projects was $8,198,817.
Disabled Access Projects
The department also coordinates the estimating, design, and implementation of each
year’s projects that provide access for the disabled. Funding expended in FY 2004 was a
combination of $110,254 in state ADA funds and $66,270 in MRR funds for a total of
$176,524. Projects completed included automatic doors, restroom upgrades and exterior
The greatest challenge faced by the Grounds Department during the fiscal year was
maintaining the quality appearance of the campus exterior in the face of dwindling
manpower and a growing campus. Reduced by ten per cent on average from historic
staffing levels, the department was nevertheless charged with numerous additions to the
campus grounds. Adjustments in employee responsibilities, strategic equipment
purchases and elimination of certain programs allowed the organization to meet this
The department participated in a number of campus enhancements. Pedestrian access to
the new Student Learning Center was constructed, and in so doing the first phase of a war
service memorial garden was installed. Initial landscape improvements at this important
new building were completed. As the year ended, work was underway to reconcile
pedestrian and vehicular conflicts nearby along Lumpkin Street. Though installed by the
Real Estate Foundation, the extensive landscapes around the East Campus Village and
University Commons were designed by Grounds Department landscape architects.
As a crucial first step in responding to new federal stormwater regulations, the
department initiated an ambitious, detailed survey of all campus stormwater conveyance
systems. In partnership with the Athens-Clarke County government, a major renovation
of Lumpkin Street was begun. Innovative and alternative stormwater treatment is an
important aspect of the project and the department contributed design and construction
The first rain garden to be developed on the campus was installed on the grounds of the
departmental offices. Taking runoff from a large parking lot which was previously
discharged into a nearby creek, the rain garden allows this contaminated stormwater to be
slowly reabsorbed into subsoils, filtering oils and other pollutants in the process.
Fiscal Year 2004 was a productive and busy year for the Engineering Department.
Physical Plant generated projects that involved the entire spectrum of this major research
institution’s activity. Projects ranged from major renovations to room changes to suit new
user activities and research.
Department personnel also provided design and specification assistance to the
Procurement Division for University public works projects, both on main campus and
throughout the state, which were not processed through the Physical Plant system.
Engineering Department personnel spent considerable time in support of outside design
firms, who were retained by the Physical Plant Division for several large projects.
Engineering Department personnel were also involved in many non-Physical Plant
projects, especially those concerning new construction. Considerable time was spent
reviewing the plans and specifications prepared for the Office of University Architects
for Facilities Planning for new buildings at the Athens campus and throughout the state.
The Engineering Department acknowledges the continuing active positive support from
all areas within the finance and administration office, especially from individuals in
Public Safety, OUA, Environmental Safety, Procurement and Surplus Property
Departments. The Engineering Department also acknowledges the continued cooperation
of the Institutional Research Office concerning building inventory information.
Dawn Sams, Administrative Secretary, has been a welcome addition to the department
and is contributing to improving productivity and organization within the department.
The development of an integrated campus-wide card access control system was initiated.
The first steps towards implementing a building commissioning plan were taken by
employing the services of commissioning authorities for both construction phase and post
construction phase commissioning services on selected projects. A pilot program to
monitor campus chillers plant operation was implemented.
More than 60 projects were completed in FY 04, excluding on-campus roofing, elevator
projects, and various designs and specifications for off campus sites. Some of these
Veterinary Medicine 1, Renovate Pathology Area ($298,000)
Journalism, Renovate Rooms 212 A&B, 236 A&B, 408-411 ($164,000)
Biological Science Building, Renovate Labs 419, 455, 461-464, 514, 526 ($312,000)
Chemistry, Renovate 583, 583A, 585 & 589 ($103,950)
Chicopee Building, Phase I, Redesign of space ($150,000)
Pharmacy Building, Renovate for New Faculty (Rooms 340 & 360) ($200,000)
Various Sewer Line Repairs ($150,000)
Various Buildings, Replace Electrical Panels ($165,000)
Veterinary Medicine 1, Renovate for New Faculty ($200,000)
Throughout FY04, the Facilities Inventory Section revised the Facilities Inventory
building plan CAD files. Additionally, several new building plan CAD files were added,
which were used by several departments throughout campus.
The filing of new copies of plans and specifications for current construction projects
continued throughout FY04. Documents were received from Physical Plant consultants,
the Office of University Architects and the UGA Real Estate Foundation for many
projects. The Facilities Inventory Section also helped locate information in the Plans
Room for Engineering Consultants, Physical Plant Designers, and other Physical Plant
staff. This information was used to maintain the University’s facilities as well as the
development of new projects. Copies of some information were provided to individuals
when necessary. To reduce the cost and time necessary to provide consultants with
required copies, the building construction plans were scanned and saved when
consultants requested copies.
The Facilities Inventory Section assisted the Environmental Safety Division with
updating the Emergency Operations CD in FY04. The updated Facilities Inventory CAD
files were provided for reference in the event of an emergency. A focused effort was
made to provide plans for new facilities including the Student Learning Center.
The Facilities Inventory Section staff also attended meetings to update the procedures,
methods, as well as software required to develop a Facilities Inventory Database that
provides specific, reliable, accurate and real time information to all of the University
Community. These meetings were aimed to unite the Facilities Inventory Database, floor
plan CAD files and GIS resources.
Also in FY04, the Facilities Inventory Section assisted the Design Section in preparing
drawings and specifications for outside construction projects, placing emphasis on this
project as the fiscal year end neared.
The Construction Department’s primary mission is overseeing the complex tasks of
scheduling and coordinating major repair and renovations projects. The department
manages, schedules, coordinates, and completes construction projects by means of
construction contracts, task orders, and/or by utilizing in-house labor forces maintaining
minimum disruption to the faculty, staff, and student body.
The following partial summary of major repair and renovation projects lists the FY2004
funded projects administered by the Department that required substantial Physical Plant
In-House Use Repair and Renovation Projects FY2004:
BUILDING DESCRIPTION BUDGET
198 Waddell Renovate for Government Relations $ 114,700
Bio Science Entomology Labs $ 312,000
Bio Science Teaching Labs $ 195,600
Botanical Gardens Add ADA Restrooms $ 42,225
Chemistry Lab Upgrades $ 100,000
Pharmacy Renovate for Re-Accreditation $ 118,000
Various Buildings Renovate for New Faculty $ 915,180
Vet Med Auditorium Upgrade $ 92,000
Vet Med Freshman Microscopy Lab $ 506,000
Overall, the Construction Department administered a total of 55 projects valued at
$3,366,742, which was a 15% increase in funded construction projects as compared to
In-House Construction Summary:
FY2002 FY2003 FY2004
TOTAL ORDERS 71 98 55
TOTAL VALUE $4,357,654 $2,920,127 $3,366,742
AVERAGE COST PER PROJECT $ 61,375 $ 29,797 $ 61,214
In addition to the above summary of major repair and renovation projects administered
and completed using Physical Plant Division resources, the following partial summary
lists projects that were completed via the Contract Administration Unit during FY2004.
BUILDING DESCRIPTION BUDGET
Bio Science Partial Re-Roof $ 88,751
Bolton Dining Hall Partial Re-Roof $ 21,340
Brooks Hall Canopies Re-Roof $ 12,906
Caldwell Hall Re-Roof $ 89,907
Candler Hall Re-Roof $ 65,000
Chicopee Complex Partial Re-Roof $ 49,800
Dawson Hall Partial Re-Roof $ 34,878
Georgia Center Partial Re-Roof $ 79,740
Green Street Printing Re-Roof $ 76,365
Hardman Hall Partial Re-Roof $ 37,195
Natural History Museum Partial Re-Roof $ 107,863
Park Hall Addition / Re-Roof $ 69,781
Physics Re-Roof $ 205,655
Plant Science Re-Roof $ 215,625
Ramsey Center Flashing $ 36,678
Rivers Crossing Gym Re-Roof $ 28,324
UGA Bookstore Partial Re-Roof $ 46,189
BUILDING DESCRIPTION BUDGET
Ramsey Center Repair Thermal Wheel $ 25,000
Various Buildings F/I Cold Rooms $ 103,500
Vet Med F/I Fresh Air Intake Unit $ 279,348
Vet Med Upgrade Control Piping $ 205,807
BUILDING DESCRIPTION BUDGET
Main Library Exterior Brick Repair $ 119,000
Psychology/Journalism Exterior Paint $ 374,000
Various Buildings Exterior Paint $ 164,000
The Contract Unit administered 36 contracts with a total value of $3,258,254 with an
average budget per contract of $90,507.
Fiscal year 2004 brought extraordinary challenges to the Construction and Contract
Administration Department. The University suffered a flood at the College of Veterinary
Medicine Building and fires at the Ilah Dunlap Little Memorial Library and Richard C.
Wilson College of Pharmacy buildings.
The Construction Department was assigned the responsibilities for flood and fire
recovery for all three buildings. Repairs were complete using every resource available
from Insurance Recovery Contractors to Physical Plant Division skilled craftsmen,
Support Services, Engineering, and Operations and Maintenance staff. All buildings were
put back in service as soon as possible in support of the academic mission.
Planned fire alarm and fire protection upgrades for both the Main Library and pharmacy
building will continue well into fiscal year 2005.
OPERATIONS AND MAINTENANCE DEPARTMENT
Responsibilities of the Operations and Maintenance Department (O&M) include
structural, mechanical and electrical building operations, preventive maintenance, routine
maintenance and repair, operation and maintenance of campus steam, water, gas, sewer
and electrical utility distribution systems; Construction Department manpower support;
and Work Order reception for Physical Plant. Work is performed through eleven skilled
During fiscal year 2004, O&M continued to operate at pre-1990 staffing levels and 6%
below FY 2003 levels. These reductions were carried out by attrition in response to UGA
budget reductions. Since FY 2000, building maintenance expenditures have been reduced
by $ .25 per square foot, a 19% reduction. While O&M has worked diligently to make
these reductions transparent to our campus clients, reduced maintenance responsiveness
and an increasing campus deferred maintenance backlog is the result. Some of the effects
of these reductions are that buildings are not being painted and mechanical preventive
maintenance cycles have been extended, which over time will result in more costly and
untimely equipment failures.
During FY 2004, the Structural Maintenance Shop and the Preventive Maintenance Shop
relocated from the old Physical Plant complex on Cedar Street to the Chicopee Complex.
This move provided both groups with larger, updated work areas and also vacated space
at the former location for other uses.
O&M staff worked very diligently in responding to the needs of three building
emergencies during FY 2004: flooding of the first floor Pathology area of Vet Med in
early July, fire on the second floor of the Library Annex in mid July, and fire on the third
floor of the Pharmacy building in August. During these emergencies, O&M staff
responded to help clean up the damage, make emergency repairs, and minimize the
damage to the remaining building spaces.
Distinctive mechanical work performed during FY 2004 included major HVAC upgrades
or repairs at Memorial Hall and Vet Med 10; tuning existing HVAC systems for better
performance at Fanning Center and the new BSL-3 laboratory at Veterinary Medicine;
initiation of a Chiller Check program for 20 selected chillers to identify potential
problems and increase efficiency installation of HVAC controls for the new Central
Campus Chilled Water Loop; installation of gas line and steam service to the new
BioResources building at Vet Med; sanitary sewer repairs in the vicinity of Tanyard
Creek and replacement of sewer piping near Fine Arts and Geology-Geography;
installation of gas cylinder racks at numerous locations across campus; replacement of
steam condensate lines at Candler Hall; continued upgrade of HVAC systems to two-way
valves to improve building system efficiency and performance; several fire alarm system
upgrades; installation and repair of numerous fume hoods; the performance of 71
separate asbestos abatement jobs; completion of Phase 2 Main Library elevator
modernization; replacement of the boiler vent stack at Business Services; installation of a
Central Steam Plant boiler over-fire air system; and a negative air system at University
Distinctive electrical work performed during fiscal year 2004 included temporary power
feeds to the Coverdell Building, Hull Street Parking Deck, and South Campus Parking
Deck expansion; provision of permanent power service for East Campus Commons and
East Campus Village Housing; addition of two primary electrical distribution circuits for
the North Campus to increase reliability; rerouting of four primary circuits around
Sanford Stadium – North Stands; replacement of major electrical panels at Joe Brown
and Dawson Hall; and updating the clock system for the Law School.
Distinctive structural work performed during FY 2004 included retrofit of fire doors at
Geology-Geography, Physics, Chemistry and Biological Sciences; restroom upgrades at
Pharmacy, Marine Science, Soule Hall, Russell Hall and Baldwin Hall; maintenance
upgrades to classrooms and auditoria at Food Science, Chemistry, Journalism, and Joe
Brown; laboratory upgrades in Chemistry and Biological Sciences; construction of a
recording sound booth at the Dance Building; repair of a structural beam at Visual Arts;
completion of tuck pointing at Meigs Hall and brick repair at Caldwell Hall; as well as
re-keying of Psychology and Peabody Hall. Major carpet or floor tile replacements were
accomplished at CCRC, Caldwell fourth and fifth floor classrooms, Hoke Smith,
Pharmacy, and New College. Major in-house painting efforts focused on Seney-Stoval
Chapel, Hoke Smith Annex, Pharmacy, Rivers Crossing and the Ramsey Student Center.
Major roof repair was performed at the Intramural Fields restrooms and East Campus
Parking Deck, and a portion of Boyd Graduate Studies received a new experimental
“green” roof. Waterproofing and flooding prevention work was performed at Vet Med,
Old College, New College, Moore College, Candler Hall, Morris Hall, and Life Science.
Work Order Statistical trends include:
FY91 FY95 FY01 FY02 FY03 FY04
Major Resident Instruction/MRR 749 994 992 888 807 739
Major Departmental Work 431 397 424 440 454 404
Minor Maintenance 21,670 21,890 23,830 22,456 23,558 24,455
Minor Departmental Work 2,049 2,747 3,194 3,164 2,976 2,605
Planned Utility Outages n/a n/a 207 198 194 156
Total O&M Expenditure $4.36M $6.32M $8.77M $8.63M $9.38M $7.58M
Manpower 255 281 273 262 245 230
The University of Georgia’s utility infrastructure systems are being expanded to support
the needs of campus capital growth. Infrastructure projects are programmed, planned and
budgeted to be on line prior to scheduled capital construction projects occupancy. The
projects incorporate evolving regulatory requirements, mandated code upgrades,
environmental compliance, and system capacity expansion needs.
Central Steam Plant
The multi-fuel Central Steam Plant operates year-round using multiple interruptible
natural gas well-head supply contracts, backed up with 500,000 gallons of low sulphur #2
heating oil in the event of interruption and base loaded with 18,000 tons of low sulphur
stoker coal. Natural gas curtailments are intermittently imposed. These curtailments are a
function of weather-related demand on the capacity of the pipeline. Low sulphur stoker
coal rose to record high costs in response to high worldwide demands, the high cost of
transport, and diesel fuel.
Recurring environmental and regulatory requirements were satisfied. All boilers passed
their state safety and insurance inspections. Energy protocols were stringently managed
by selectively using multi-fuel commodities in a volatile energy marketplace.
Utilities Repair and Rehabilitation
Underground utility design/build/construct repair crews endeavored to minimize
inconveniences to the campus community at-large and to clean up and move on as
rapidly as circumstances allowed.
Utilities Planning Programming and Budgeting
Water supply, steam distribution, storm drains, sanitary sewers, chilled water, high
voltage distribution, communications duct banks and high pressure gas projects were
executed within constraints.
Financial Recap Fiscal Year 2004 Utility Projects
Storm Drain $ 245,370
Steam Distribution Systems $1,029,532
Underground Electric and Communication Distribution systems $ 337,627
Various Water Piping Systems $ 90,500
Central Steam Plant $ 383,542
The Services Department continued to provide outstanding support during FY 2004. The
Building Services Unit continued to serve the campus community with effective
housekeeping operations in the Resident Instruction buildings. Support Services
continued to provide effective labor, trash disposal, and recycling support to the campus.
The Material Requisition Section provided exceptional service by ordering, expediting,
and following up on materials for purchase by competitive bid and in purchasing
materials for Physical Plant projects from state or agency contracts by authority for direct
issue of field purchase orders. The UGA Supply Mart continued to provide outstanding
support with an obsolete stock reduction program and service to the customers who need
items from warehouse stock. The Automotive Center continued to make excellent
progress in timely and efficient service to the University fleet of vehicles. Detailed unit
The Building Services Unit expended 584,832.4 hours to provide housekeeping in
Resident Instruction buildings at a cost of $10,203,516. Housekeeping service was
provided to the College of Veterinary medicine under contract with Southeast Service
Corporation at the cost of $245,379. The contract has been renewed for the upcoming
Testing of the most current products and materials continued during the year to identify
and provide effective tools and chemicals to the housekeeping staff. In addition to
monthly safety training with North and South Campus foremen, training seminars and
cleaning machine demonstrations were held with vendors such as Butchers, Johnson &
Johnson, 3M, Cantol Products. Several foremen also attended training seminars during
the year at Holiday Inn, Athens Janitor Supply, and Staff Training and Development.
This year, the Building Services unit continued to serve the campus community with
effective housekeeping operations and will continue to respond to the needs of faculty,
staff, and students.
As a service unit within the Physical Plant Division, the Material Requisition Section
continued to order, expedite, and follow up on material purchases. This is accomplished
by competitive bid, direct issue of field purchase order releases, $50,000 Petty Cash Fund
purchasing (renamed Daily Purchasing), and purchasing via credit card (P-Card). Of the
Physical Plant Division direct expense budget, Material Requisition expended $405,359
Petty Cash, $1,791,596 Purchasing Card transactions, and $12,205,024 purchase order
issues for supplies, materials, equipment, and services.
The Petty Cash (Daily Purchasing) function continues as an important and integral part of
the daily Physical Plant operation. The P-Card (purchasing credit card), has proven to be
an invaluable tool in purchasing materials for same day or “quick” deliveries of materials
costing less than $5,000. It has reduced the number of purchase and check requests for
small purchases and petty cash purchases accordingly. The average daily expenditure of
Petty Cash funds (Daily Purchasing) disbursed was $1,648 versus the $2,216 spent in FY
02-03. The number of purchase requests, check requests, and direct FPO releases has also
stabilized with the increased use of the P-Card.
The following schedule compares FY 04 and FY 03.
SUMMARY FY 03 FY 04 DIFFERENCE
Issued 500 565 65
Amount $6,581,135 $12,205,204 $5,623,889
Released for Payment 570 567 (3)
Amount $8,974,249 $8,433,413 ($540,836)
Issued 613 574 (39)
Amount $1,267,038 $1,508,533 $241,495
Issued 205 166 (39)
Amount $979,902 $265,201 ($714,701)
Issued 1118 1321 203
Amount $1,489,464 $1,791,596 $302,132
Petty Cash/Daily Pur.:
Transactions 3,806 3,324 (482)
Amount $549,915 $405,359 ($144,556)
Average of Daily Petty Cash
Expenditure $2,216 $1,648 ($568)
UGA Supply Mart
The UGA Supply Mart completed another successful year supporting Physical Plant
operations and other campus units with supplies and materials. The annual closeout was
completed on March 23, 2004 with an ending total inventory value of $1,025,456 and
4506 active stock items. The annual inventory reconciliation was completed requiring a
“write up” of the inventory in the amount of $534; this represents a small adjustment to
the book value of inventory based on the physical inventory. Efforts continued to reduce
the warehouse inventory by reducing stocking levels and making adjustments on surplus
stock items. The warehouse inventory was adjusted in June 2004 for damaged stock
items valued at $559, Surplus/Obsolete stock items valued at $17,182, and Non-Stock
material, “Specials”, valued at $27,577. The damaged, surplus/obsolete and non-stock
items totaling $45,319 were transferred to the Unassigned Property Unit for sale/disposal.
The Warehouse Inventory System was updated by department modification requests. AIS
completed modifications to the Maintain Petty Cash/P-Card Receipts screen, new fields
were added and several list commands to enhance the warehouse system. An adjusted
version of the “Delete, Frozen, and Surplus Stock Items Report” was generated for
reconciliation of inventory.
New inventory procedures were implemented for greater management control. Based on
audit findings, the warehouse inventory turnover is in line with industry expectations.
The Supplies and Materials Unit continues to move forward and UGA Supply Mart has
completed another successful year. UGA Supply Mart team members continue to offer
good customer service and valued support to Physical Plant.
The following schedule compares FY 04 and FY 03 Annual Activity for the Warehouse
FY 03 FY 04 Difference
Inventory Total Value: $1,152,536 $1,025,456 ($127,080)
Active Stock Items: 4,544 4,506 (38)
Dollar Value of Issues: $3,102,291 $3,344,760 $242,469
Issues Made from Inventory: 59,041 52,838 (6,203)
Petty Cash/P-Card Issued: 542 929 387
Amount: $113,368 $187,533 $74,165
Supply Contracts Issued: 841 743 (96)
Amount: $1,203,181 $1,199,842 ($3,339)
Purchase Requests Issued: 1256 1038 (218)
Amount: $1,103,036 $974,240 ($128,796)
Line Items Inventoried: 10,419 11,696 1,277
Line Items Issued: 94,537 83,879 (10,658)
FY 2004 was restricted by budget cuts and ever increasing fuel costs. Due to the budget,
travel was restricted, thus maintenance was reduced from previous years. The good news
is past maintenance has helped extend the life of vehicles as few replacements were
In regard to staffing changes, Ms. Tracy Coker was promoted to the Construction
department, but the center was fortunate to acquire Mrs. Linda Sims as accounting
assistant and Mr. Kenny King as the second shift for an automotive mechanic I.
Other noteworthy actions during the year included implementing several shop
improvements; meeting with the state Fleet Management agency several times to review
coming changes; passing the internal audit with no deficiencies noted; obtaining online
service manuals from various data systems; and the continuation of mechanic training.
Additionally, an online rental reservation system will be launched before classes resume.
A trial run will be done in-house with a limited release followed by a full rollout after
Christmas. Automating the fuel ticket entry system will also be considered.
A total of 20,766 hours was expended by Support Services on specific work orders;
10,092 hours were required on 21XXX series work orders (custodial); 3,360 hours on
51XXX series (grounds maintenance); and 4,625 hours were required for 22XXX series
work orders (building maintenance). Also campus moves demanded 13,028 hours for
98XXX series work orders and another 1,023 hours were expended on miscellaneous
jobs. This represents 52,894 total direct work hours for Support Services during the year.
Set-up for several events including graduation commencements in December, May, June,
and August; the State Science and Engineering Fair held at the Coliseum; and Honors
Day and the University of Georgia Convocation. Support Services conducted several
dedication ceremony/ground breaking setups on campus and supported all home football
games; gymnastics meets; NCAA tennis matches, swim meets and basketball games.
Support Services also provided set up for three high school graduations at the coliseum.
In addition, Support Services successfully completed numerous moves on campus.
The trash crews collected 481 loads with front loaders and 229 loads with rear packers.
Also, 81 loads of soot from the University of Georgia Steam Plant were collected.
Physical Plant paid Athens-Clarke County a total landfill fee of $189,057 for this fiscal
year, and paid the Oglethorpe County Landfill $12,354; this represents a total of 564
dump trucks load.
Dumpsters at Sanford Stadium were emptied Saturday and Sunday for each home
football game. Sanitation Services employees are doing a remarkable job keeping the
campus free from all trash and debris. They did an outstanding job removing trash and
debris from the campus at the end of every quarter and before graduation.
The University of Georgia Recycling program continued to be a leader throughout the
country in the collegiate recycling effort. The University of Georgia participated in a
number of workshops on recycling during the past year. New receptacles were placed
across campus and at drop-off centers at Family Housing for plastics, newspapers, and
aluminum cans. Bins and boxes are continuing to be supplied to a growing number of
locations across campus as units become aware of the UGA recycling program. Office
paper, newspaper, glass, aluminum cans, plastic and tin cans are taken to the Athens-
Clarke County Recycling Center and continue to supply the campus community with
recycling carts. The recycled tonnage by commodity for FY 03-04 is as follows:
Office Paper 713.24
Aluminum Cans 12.39
Wood Pallets 117.33
Tin Cans 8.25
Phone Books 12.81
Total Tonnage Recycled 2420.12
After considering the additional labor cost for handling, landfill cost avoidance and
miscellaneous revenue, this represents and approximate savings to the University of
$37,000 for the 2,420 tons of material recycled.