HomeMy WebLinkAboutAgenda - 04-10-2007-6dORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: April 10, 2007
Action Agen~~
Item No.
SUBJECT: Robert and Pearl Seymour Center Proposed Programs, Services and
Staffing Request
DEPARTMENT: Department on Aging, Public PUBLIC HEARING: (Y/N) No
Works Bud et
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ATTACHMENT(S): INFORMATION CONTACT:
1. Summary of New Seymour Center Jerry Passmore, (919) 245-2009
Services and Programs Wilbert McAdoo, (919) 245-2627
2. Facility Operator Position Justification Donna Coffey, (919) 245-2151
3. Office Assistant II Position Justification
4. Custodial Position Justification
5. Facility Maintenance Service
Justification
PURPOSE: To provide information on the Robert and Pearl Seymour Center proposed
function, services, and programs, and request approval of hours of operation and a staffing plan.
BACKGROUND: On May 1, 2007, the County's new Seymour Center will begin operations to
serve Orange County's older adults, the fastest growing population. The new 25,000 square
foot Center will replace the 12,000 square foot facility currently located at the Galleria on Elliott
Road in Chapel Hill and the 4,000 square foot operation located at the Northside Senior Center
on Caldwell Street in Chapel Hill.
Seymour Center- Its Function, Programs and Services (Attachment #1)
The Robert and Pearl Seymour Center will be a facility for older adults, ranging from 55 to 105
that serves the southern part of the County and provides a broad program of individual services
and group activities. The Seymour Center will have three distinct qualities: (1) A visible central
location, (2) A one-stop resource for older adults and families, and (3) A resource for the entire
community. The Seymour Center will function as amulti-purpose facility which maintains a
balance between group activities and individual services (attachment #1). Developing
community partnerships over time, the Seymour Center would carry out other functions such as
research, training, advocacy, outreach, intergenerational programming and community planning.
The Department on Aging plans to offer all programs and services at the Seymour Center as
well as at the new Central Orange Senior Center. Other County departments will provide
services at the Seymour Center as well as community agencies such as UNC, Employment
Security Commission, and JOCCA Nutrition Program, to name a few.
2
Hours of Operation: Current and Proposed
According to N.C. Division of Aging standards, a Senior Center must be open at least eight (8)
hours per day, 5 days per week. Currently, the Chapel Hill Senior Center operation hours are
Monday through Friday from 8 a.m. until 5 p.m. Dependent on class offerings, the center may
also be open Monday, Tuesday and Thursday nights between the hours of 6:30 p.m. and 9:30
p.m. and occasionally on Saturdays. Since the night and Saturday hours vary depending on
class offerings, the Department on Aging uses temporary personnel to operate the Center.
On May 1, 2007 when the new Seymour Center opens, the Department on Aging wishes to
permanently increase the hours of operation. This is based on demand as well as a petition by
senior citizens to expand hours to evenings and weekends. The proposed schedule includes
Monday through Thursday from 8 a.m. until 9:30 p.m., Friday from 8 a.m. until 5 p.m. and
Saturday from 8 a.m. until 2 p.m.
Department on Aging Staffing Request:
1. A Facility Operator for Evening and Weekend Hours
To provide expanded permanent evening and weekend hours,staff recommends that the Board
establish a new permanent .75 full time equivalent (FTE) Facility Operator position instead of
continuing to rely solely on temporary employees to staff the Center at the new level.
Attachment 2 of this agenda abstract outlines the functions and outcomes of the requested
Facility Operator position. Staff anticipates that the cost of the Facility Operator position (salary,
benefits and one time start up costs such as a computer, desk and chair) will total $6,092 for
May through June of the current fiscal year, and the costs for the upcoming 2007-08 fiscal year
total $30,100.
2. An Office Assistant II for Front Desk Building Management
With the large two-floor Seymour Center and the increased volume of older adults coming
through the front door, there is the need for added security and computerized check-in and
registration of all persons. Staff recommends that the Board establish a new permanent 1.00
FTE Office Assistant II -Front Desk Manager. This position would manage all front desk
operations of the new Center. At the current facility, volunteers staff the front desk to greet
persons who enter the front door. While this arrangement has served the Department well in
the past, Senior Center operations have grown and advanced. For example, the Department
has automated its registration, tracking and recordkeeping system, and many volunteers have
expressed discomfort with the new system. This position would provide consistent front desk
coverage including computerized registration, check-in and revenue collection plus supervise
front desk volunteer information greeters and monitor the facility including security cameras.
Attachment 3 of this agenda abstract outlines the functions and outcomes of the requested
Office Assistant II position. Staff anticipates that the cost of the Office Assistant II position
(salary, benefits and one time start up costs such as a computer, desk and chair) will total
$7,197 for May through June of the current fiscal year, and the costs for the upcoming 2007-08
fiscal year total $36,620.
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Public Works Custodial Staffing and Maintenance Services
There is also a need to clean and maintain the new 25,000 square foot Seymour facility. The
Public Works Department has considered two approaches for providing these services - in-
house through the addition of two new custodial positions or through a contractual arrangement
with Orange Enterprises (for custodial services only). Friends of the Chapel Hill Senior Center
contract for cleaning services at the Galleria, while Public Works provides cleaning services at
the Northside Center. Based on currently available information, the Northside space will remain
in use for senior services as well as County department meetings and will continue to need
custodial services.
Currently, the Public Works Department provides the majority of building maintenance services,
Monday through Friday, between 8:00 am and 5:00 p.m., and the majority of custodial services
in County facilities after the hours of 4:00 p.m. However, this approach does not allow for
immediate staff response to accidental spills, clean up after meetings, cleaning at building
entrances for litter and tracked in dirt, etc. during the day. Both the existing Southern Human
Services Center 'and the new Seymour Center provide services directly to Orange County
residents, resulting in significant traffic in and out of-these buildings. Over time, if situations are
not attended to promptly, they can result in damage that is costly to fix. Since the County has
made a sizeable investment in the new Seymour Senior Center, staff believes that it would be in
the County's best interest to protect this investment by considering a new approach to providing
custodial and maintenance services at the campus on Homestead Road.
In-House Staff
The new approach would have an in-house, 1.00 FTE custodian position assigned to the
County's Homestead Road Campus, Monday through Friday, from 8 a.m. until 5 p.m. Examples
of duties that the staff member would provide at both the new Seymour Center and at the
existing Southern Human Services Center include maintaining exterior walkways and building
entrances, ensuring restroom dispensers are stocked and spot cleaning of restrooms throughout
the day, spot cleaning of meeting rooms, multipurpose rooms, theater, etc. This position would
also provide light maintenance services such as light bulb replacement, air filter replacement,
unstopping commodes, etc., thereby reducing maintenance and travel time for building
maintenance technicians. This will be critical if the Public Works Department is to add
maintenance of the Seymour Center building and systems (HVAC, electrical, plumbing, etc.)
without additional Buildings and Grounds maintenance technician resources.
Contract Services
Additional resources will be needed and have been identified in the table below for contract
services (alarm system monitoring, test and inspections, elevator servicing, pest control, etc.),
parts and supplies (air filters, belts, bulbs, fuel for grounds maintenance, etc.) and utilities
(electricity, natural gas and water/sewer).
Orange Enterprises would provide regular custodial services for the building under a contractual
arrangement. Service would be provided Monday through Saturday after normal operating
hours. Services to be provided and frequency of services have been identified based on
recommended cleaning levels presented in the Orange County Custodial Services Report
(presented to the Board during the budget process in the Spring of 2006), and specific site
conditions and services identified by Department on Aging staff.
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FINANCIAL IMPACT: During the budget approval process last spring, it was not clear when
the new Seymour Senior Center would open its doors to the public, making it difficult to identify
current fiscal year costs of operating and staffing the Center. To that end, the Board set aside a
reserve fund of $28,650 to cover the costs for FY2006-07. The table below summarizes the
anticipated current and upcoming fiscal year costs associated with ,staffing and operating the
new Center.
Seymour Senior center wnnuai vperacmg costs
Fiscal Year
2006-07 Fiscal Year
2007-08
Facilit O erator .75 FTE $6,092 $30,092
Office Assistant II 1 FTE $7,197 $36,620
Build in /s stem maintenance $2,842 $17,050
De artmental re uests $200 $1,200
Contract Services Custodial $8,400 $50,400
Contract Services Maintenance $1,600 $4,600
Utilties (Electricity, Natural Gas,
W ater, Sewer,
$9,458
$56,750
One-Time E ui ment Start-U $1,500 $0
Total Anticipated Operational
Cost of Seymour Senior Center
$37,289
$196,712
The chart below summarizes the total anticipated budget impact of the Center, the campus wide
custodial services for the Homestead Campus, and the annual debt service associated with
construction of the new Center.
Anticipated General Fund Budget Impact of Seymour Center and
Homestead Campus Custodial Services
Fiscal Year Fiscal Year
2006-07 2007-08
Seymour Senior Center Staffing
and O erations $37,289 $196,712
Homestead Campus Custodial
Services $7,310 $38,828
Annual Debt Service Associated
with Construction of Seymour
Center $0 $200,000
Savings Attributed to Not Leasing
the Chapel Hill Senior Center
Lease on Elliott Road ($33,916) ($203,497)
Total Anticipated Budget Impact
of Recommended Actions $10,683 $232,043
Equivalent Tax Rate (in cents) 0.19
In addition, the new Seymour Center will have a fitness center that will require orientation and
training for participants on the new specialized equipment donated by UNC Hospitals. At its April
24 meeting, the BOCC will receive for approval a fee schedule for the Seymour Center's new
fitness program. The proposed fees would fund temporary staff to train and assist participants
(seniors and County employees) in the fitness center. The BOCC also will receive a separate
report on equipment donated to the Seymour Center by community partners and the remaining
items that will be needed to operate the center.
It is also important to note that the County's future plans include the opening of the new
Central/Northern Orange Senior Center located at the Sportsplex. Staff anticipates the opening
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of that Center to occur sometime in late spring 2008 or summer 2008. Likewise, staffing plans
and associated costs to open that Center are anticipated either in late fiscal year 2007-08 or
with the fiscal year 2008-09 budget.
RECOMMENDATION (S): The County Manager recommends Board approval of new Seymour
Center expanded hours, a permanent part time facility operator (.75 FTE), a permanent Office
Assistant II (Front Desk Manager) (1.00 FTE), a permanent Public Works custodian (1.00 FTE),
a supplemental custodial services contract with Orange Enterprises and Public Works budgeted
increase in utilities and equipment as stated in the above table.
5q
New Robert and Pearl Seymour Center Attach. #1
Summary of Functions, Programs and Services
April 10, 2007
The Robert and Pearl Seymour Center has been designed and constructed to be a
new senior center for the 21St Century. The 25,000 square foot facility at 2551
Homestead Road county campus replaces the 12,000 square foot of the Chapel
Hill Senior Center and the 4,000 square foot of space at the Northside Senior
Center. The new center will continue to provide the same level of services and
programs for the current older citizens relocated from these sites, but is also
designed to reach out to a new generation of older adults and the advancing
aging boomers. At this time, the New Center is not licensed nor does it offer a
personal care service section. A 7,000 sq. ft adult day health wing is proposed for
the future expansion of the center along with 15,000 sq. ft for well/ active senior
preventive programs with the next decade.
Demographics of Aging. The retirement age (60+) population in Orange County
is currently 16,441 and will increase dramatically to 28,340 in 2020, a projected
increase of 72% (11, 899 more older adults) as compared to only a 17% growth in
the total County population.. Among the older adult population, it is estimated
that 79% are Well/Fit, 16% are Disabled/Moderately Impaired, 5% are Severely
Impaired/Institutionalized. Approximately two-thirds of the 60+ population
live in southern Orange (Chapel Hill and Bingham township). Thus, there are
approximately 11,000 older adults today and 19,000 by the year 2020 who are
potential users of the new Seymour Center.
Four demographic conditions never before seen have forced us to design the,
Seymour Center with programs and services for (1) a wide age range of
independent, self-directed older persons, from 55 to 105 who have varied needs
and functional impairments, (2) an explosion in the sheer numbers of older
persons, (3) older adults living more advanced years in declining health and
limited function (1 in 8 people over 65 have dementia) and (4) a large and
growing number of retirees who are a major human resource .
Multifunctional Center Design. Based on the changing demographics of older
adults, the community and agency surveys done, the new Seymour Center will
be multifunctional in design which translates in to a variety of programs and
services. The New Seymour Center will be:
(1) An Information and Referral Center, promoting one stop access to
information about services and opportunities wherever they maybe.,
(2) An Aging Transitions Consultation Center, where older adults and family
caregivers can consult individually with professionals in aging ,
(3) A Wellness Center promoting and supporting a long, but healthy life,
(4) An Agency Services Center , on-going support, at the center from human
service departments and non-profit agencies for well older adults as well as
the frail elderly and their families.
(5) A Volunteer Opporfixnity Center that promotes community involvement
and the utilization of the skills and talents of seniors now and future
boomers,
(6) Food Service Center, that would promote healthy eating and
nutrition/cooking education,
(7) An .Emergency Day Shelter for seniors (esp. 30% of seniors who live alone)
who would know that during disastrous conditions (ice, hurricane, etc.), that
they can come during the day to a generator ready facility.
(8) A Leisure and Education Center to meet the various leisure, education, social
needs of seniors
(9) A Transportation Assistance Center for many seniors who no longer drive,
live alone and depend on others for transportation,
Summary of Programs and Services. List below are the proposed Services and
Programs categorized by Day, Evening and weekend to serve this varied older
population both retired and others still working.
Dav Programs and Services
Proposed ]Flours 8:00 - 5:00 p.m.
1. Information/Referral
Personal Services- Information and help telephone line staffed Mon-Fri., walk-in
consultations, community resource information, benefits information, navigation
of health care and insurance systems, the public transit systems, Long Term Care
system and educational materials on a variety of aging and disability issues.
Group Activities -Regularly scheduled community educational presentations,
speakers available upon request, monthly newspaper article, TV series: In Praise
of Age
Special Events -Community Resource Fairs, Scam Jam, Housing Options.
2. Health and Wellness
Personal Services -Therapeutic massage, Physical Function assessments, blood
pressures checks, flu shots, cholesterol and glucose screenings, dental screenings,
Fit Feet Clinic, medication management, individual exercise counseling, fitness
center
Group Activities -Fitness classes such as aerobics, strength training, Tai Chi
yoga, Feldenkrais, Bones for Life, Stretch and Swing to the Big Band Sound
~ecial Events -Orange County Senior Games, Mall Walking Program, National
Senior Health and Fitness Day Celebration, annual health fair, special
presentations by UNC faculty and students
3. Aging Transitions
Personal Services- Private consultations, including senior and caregiver
counseling. In-home appointments for assessments, care planning, safety and
accessibility recommendations, and on-going care coordination and care
management. Some funded personal care and respite services.
Group Activities- A variety ofpsycho-educational support groups, specifically,
Dementia, Parkinson's, Cancer, Prostate, Heart, etc.
~ecial Events- Program for caregivers and other special populations.
4. Volunteerism (Retired &Senior Volunteer Program)
Personal Services- Register, interview, assessment, training and placements.
of over 600 individuals 55 years and over as volunteers with community
agencies; Register, interview and orient 100 community agencies on their
partnership with RSVP to recruit and place volunteers 55~ in rewarding
placements to serve those agencies.
Groups Activities- RSVP Advisory Council committee meetings; training of
volunteer income tax preparers for free tax assistance; Senior Education
Corps volunteer teams training
Special Events -Annual Recognition Luncheons for the general volunteers and
annual recognition brunches for VITA tax volunteers and school volunteers.
5. Life-Long Learning
Personal Services-Book and magazine exchange
Group Activities -Senior Net Computer Learning Center -computer lab and
technology classes, Retirement/financial planning classes., AARP Safe driving,
bridge classes, literary studies, writing workshops, Spanish classes, Exercises for
the Brain. AARP and NARFE clubs.
Special Events -Village Elders Lecture Series, Estate Planning Workshops
6. RecreationlLeisure
Personal Services -Art Exhibitions, Theater arts program
Group Activities -Classes such as bridge, art, scrapbooking, golf, dancing, table
tennis. Many special interest clubs such as Writers Discussion Group
Mineral, Camera, Triangle Weavers, book discussion and Lacemakers clubs.
Weekly movies, monthly dances,
Trips/Outings- 2-3 monthly low cost day trips and 41ow cost overnight trips
annually
7. Nutrition/Food Program
Personal Services -drop in for coffee, nutrition counseling
Group Activites -daily luncheon, Monday Afternoon Tea, monthly Pot Lucks,
Cooking Demos in Cafe
Special Events- Annual Picnic, May Day, Thanksgiving Luncheons and other
holiday related celebrations
8. Drop-in Program-The center provides space and equipment for activities that
are self- directed by older persons or a group.
Personal Services -Conversation areas, reading and relaxing on courtyard
Group Activities -Drop-in activites such as cards mah jong, scrabble, bridge,
dominoes, canasta, table tennis, pool, table shuffleboard, basketball, (future
activities -horseshoes, bocce ball).
9. Center Services Partners Program- Community agencies who offer their
services at the center either daily, weekly or monthly for easy access to older
adults.
Personal Services- Employment opportunities (NC Employment Security
Commission, NCBA), Legal information/assistance (North State Legal Services),
Luncheon (JOCCA), Fit Feet Assessment clinic (OC Health Dept.),
Healthy Aging clinic (LJNC Program on Aging), Physical Therapy clinic (UNC
Physical Therapy Dept.)
Group Activities- Co-sponsored with Carrboro, Orange County and Chapel Hill
Parks and Recreation Departments, UNC Healthcare, Chapel Hill Public Arts
Commission, O.C. Mental Health Association, UNC Schools of Health Affairs,
Dentistry, Pharmacy, Nursing, Medicine, Speech and Hearing, Physical Therapy,
Public Health, Journalism, Social Work, and Business.
Co-sponsorship of various activities with Orange County Health Department,
Social Services, and Cooperative Extension
Special Events -Annual Flu Shots, Cholesterol and Glucose Screenings with OC
Health Dept, Estate Planning Workshops with OC Cooperative Ext., Healthy
Carolinian activities, NAMI workshops with OC Mental Health Association,
various support groups cosponsored with IJNC Healthcare and other local
organizations.
Evening and Weekend Programs and Services
5:00-9:30 p.m. from Monday- Thursday and 8:00 a.m.-2:00 p.m. Saturdays.
A variety of personal services, group activities, special events occur at the Senior
Center in the evenings
Personal Services- Information/referral, VITA Tax Assistance (seasonal), massage,
Fitness screenings.
Group Activities- Fitness classes, recreation and leisure classes, such as art,
computers, and dancing, Club meetings with the Camera, Mineral, Triangle
Weavers and Lacemakers clubs; Wellness focused classes such as homeopathy study
group, diabetes education and ambassador trainings.
Special Events- Potluck dinners, holiday and general social events, Volunteer
Recognition
Drop-in activities- bridge, billiards, table tennis, fitness center, and just hanging out
with friends.
April 10, 2007
Prepared by Jerry Passmore, Dept. on Aging Director
Janicie Tyler, Senior Centers Administrator
1
Seymour Senior Center -Facility Operator
Category of Request: Addresses a service level increase
Purpose: To establish a new permanent, .75 FTE Facility Operator position responsible for the
evening operations of the new Seymour Senior Center.
Job Functions:
• Greet visitors to the Seymour Senior Center and directs them to the appropriate department
.and/or person.
• Provides information and referrals to the public.
• Registers participants utilizing the RecTrak software for Senior Center activities, including
special events, classes, programs and day trips.
• Assists in maintaining security of the facility, including monitoring of the security camera
system and the scanning into RecTrak of all participants who enter the facility.
• Supervises evening volunteers and part-time staff.
• Determines scheduling of events and scheduling of meeting rooms and building rentals
using RecTrak facility scheduling software.
• Oversees after hours building usage and rental of the facility; collects fees and rental
income, and maintains rental registration records.
• Maintains bookkeeping and records management systems and procedures.
• Sets up and cleans rooms/facility after each program usage.
• Responsible for evening facility maintenance issues.
• Provides administrative support to other divisions within the Department on Aging.
Needs Addressed:
• This Facility Operator position will work 4:00 pm -10:00 pm Monday-Thursday, and 8:00 am
- 2:00 pm on Saturday and will provide evening front desk manager duties, as well as
facility management for a senior center that is more than doubling in space. The current
facility is 12,000 sq ft. with 6 program rooms/areas, while the new Seymour Center is 25,000
sq. ft. with 13 program rooms/areas. The new center is scheduled to open May 1, 2007.
• The following table compares the differences between the two facilities:
Current Facili Se mour Center
Hours of Operation:
Mon-Fri 8:OOam - 5:OOpm
M, T, Th 6:30pm - 9:30pm
Sat Occasional) O en Hours of Operation:
Mon-Thur 8:OOam - 9:30pm
Fri 8:OOam - 5:OOpm
Sat 8:OOam - 2:00 m
12,000 S uare Feet 25,000 S uare Feet
One Floor Two Floors
6 Pro ram rooms/areas 13 Pro ram rooms/areas
Exercise classes in auditorium Fitness classes and basketball court
LCD, VCR and moveable odium Theater and built-in audio/visual s stem
Printed program schedule posted at front
desk Program calendar on LCD screens at two
locations
The Chapel Hill Senior Center has been open Monday, Tuesday, and Thursday evenings
from 6:30 pm - 9:30 pm, as well as some Saturday mornings for the past 10+ years. The
department has been utilizing various temporary staff to staff the facility during these
days/hours with one person each evening and Saturday. Since the Seymour Center is a
two-level facility with over twice the square footage of the current location, it is apparent to
the department that two staff persons are needed on duty at all times to handle the workload
~o
of the facility, including facility and front desk management, security issues, managing
RecTrak and revenue collection, and physical set-up of programs and services.
® With the opening of the Seymour Center, and thus the increase in size of the facility and
anticipated increase in usage, a permanent .75 FTE position is needed. The department
has been petitioned by seniors in the County to extend the hours of operation and be open
on a regular basis, specifically on Saturdays. This position will allow the Center to be open
consistently on weekday evenings, as well as Saturdays.
® The Department estimates a potential increase of 4000+ young older adults (ages 55-65)
still working in the next 8 years, which will increase the evening usage of the facility.
o In anticipation of the move to the new Center, the Department used Senior Center
development grant funds to purchase a computerized registration and recordkeeping system
that will be managed in the evenings by the Facility Operator position. This system will
accurately track class and program participation and revenues, and will help in tracking the
'type and location of participants and their interests which will be useful in future program
planning.
• This position will manage the nighttime security of the facility, including the monitoring of
security cameras of the new two-level facility, and will be responsible for issuing the
participant's identification barcoded cards and managing the system which identifies who is
in the building at any given time. This system will allow front desk staff to respond to
emergency situations in a timely and responsible manner.
At the current location, the center does not have a system for knowing who is in the senior
center.
Outcomes:
® Improved customer service and security monitoring for all citizens who access services at
the Seymour Senior Center.
® Increase evening hours to 5:00 pm - 9:30 pm Monday through Thursday, and open every
Saturday from 8:00 am - 2:00 pm.
® Increase evening programs/classes from 30/month to 60/month with the additional hours
and additional. space.
Ensure optimal utilization of the RecTrak software by professionally training this position in
registering participants, scheduling meeting rooms, and collecting/reporting revenues.
® To be able to adequately meet the needs of the anticipated increased number of participants
and programs at the Center.
Financial Impact:
FY 2006-07:
Position Costs - Annual One Time Start- Offsetting 2006-07 Net
May-June.2007 Operating Costs Up Costs Revenue or Position and
Sala /Benefits Bud et Savin s Start-U Costs
$5,092 $0 $1,000* $0 $6,092
*sharing 50% cost of computer, desk, and chair with the Office Assistant I I position
FY 2007-08 Full-Year:
Annual Position Annual One Time Start- Offsetting 2007-08 Net
Costs Operating Costs Up Costs Revenue or Position Costs
Sala /Benefits Bud et Savin s
$30,092 $0 $0 $0 $30,092
Seymour Senior Center -Office Assistant II
Category of Request: Addresses a service level increase
Purpose: To establish a new permanent, full-time Office Assistant II position to manage-the
front desk operations of the new Seymour Senior Center.
Job Functions:
• Greets visitors to the Seymour Senior Center and directs them to the appropriate
department and/or person.
• Provides information and referrals to the public.
• Registers participants utilizing the RecTrak software for Senior Center activities, including
special events, classes, programs and day trips.
• Assists in maintaining security of the facility, including monitoring of the security camera
system and the scanning into RecTrak of all participants who enter the facility.
• Trains and supervises front desk volunteers.
• Collects program revenues and prepares appropriate reports.
• Maintains bookkeeping and records management systems and procedures.
• Performs general office duties, including answering the phone for the Senior Center and the
Department on Aging, copying documents, sending and receiving facsimiles, opening and
distributing mail, and filing of records.
• Provides back-up support to facility operator, including setting up rooms, maintaining the
facility and facility scheduling.
• Provides administrative support to other divisions within the Department on Aging.
Needs Addressed:
• This Office Assistant II position will work 8:00 am- 5:00 pm Monday-Friday and will help to
provide adequate staffing for a senior center that is more than doubling in space. The
current facility is 12,000 sq ft. with 6 program rooms/areas, while the new Seymour Center is
25,000 sq. ft. with 13 program rooms/areas. The new center is scheduled to open May 1,
2007.
• The following table compares the differences between the two facilities:
Current Facili Se mour Center
Hours of Operation:
Mon-Fri S:OOam - 5:OOpm
M, T, Th 6:30pm - 9:30pm
Sat Occasional) O en Hours of Operation:
Mon-Thur 8:OOam - 9:30pm
Fri 8:OOam - 5:OOpm
Sat 8:OOam - 2:00 m
12,000 S ware Feet 25,000 S uare Feet
One Floor Two Floors
6 Pro ram rooms/areas 13 Pro ram rooms/areas
Exercise classes in auditorium Fitness classes and basketball court
LCD, VCR and moveable odium Theater and built-in audio/visual s stem
Printed program schedule posted at front
desk Program calendar on LCD screens at two
locations
• At the current facility, the front desk is staffed with volunteers who answer over 100 calls
each day and respond to individuals who walk-in to request information. This position will
provide improved consistent customer service with professional handling of incoming calls
for multiple program divisions located at the Seymour Center. The Department projects a
potential increase of the 55+ population of approximately 9,700 over the next 8 years, which
will result in increased call volume and walk-ins to the Center.
Page 1 of 2
~a
In anticipation of the move to the new Center, the Department used Senior Center
development grant funds to purchase a computerized registration, tracking, and
recordkeeping system (RecTrak) that will be managed by the Office Assistant II position.
Volunteers have expressed great discomfort with the new computerized system; they prefer
being greeters and working in a less demanding environment. At the new center, these
volunteers will be assigned to the concierge desk. This recently purchased RecTrak
software program cannot be implemented and maintained until a trained permanent staff
person is assigned to this critical task of Center management.
The Department has used a variety of volunteers with various skill levels for this position
over the past 15 years. But, Senior Center operations have grown tremendously through
the years, and with projected increased usage in the coming years, the increase in space,
as well as the implementation of the new computerized system, the Center can no longer be
adequately or professionally managed by volunteers.
This position will also manage the daytime security of the facility, including the monitoring of
security cameras of the new two-level facility, and will be responsible for issuing the
participant's identification barcoded cards and managing the system which identifies who is
in the building at any given time. This system will allow frant desk staff to respond to
emergency situations in a timely and responsible manner.
At the current location, the center does not have a system for knowing who is in the senior
center at all times.
Outcomes:
• Improved customer service and security monitoring for all citizens who access services at
the Seymour Senior Center.
• Ensure optimal utilization of the RecTrak software by professionally training this position in
registering participants, scheduling meeting rooms, and collecting/reporting revenues.
• To be able to adequately meet the needs of the anticipated increased number of participants
and programs at the Center.
• Relieves the Facility Manager from front desk responsibilities to allow adequate time for set
up/change program spaces on both floors and deal with issues that arise throughout the
facility.
• Increase daytime program/classes from 90/month to 125/month with the additional space
available.
Financial Impact:
FY 2006-07:
Position Costs - Annual One Time Start- Offsetting 2006-07 Net
May-June 2007 Operating Costs Up Costs Revenue or Position and
Sala /Benefits Bud et Savin s Start-U Costs
$6,197 $0 $1, 000* $0 $7,197
*sharing 50% of cost of computer, desk, and chair with the Facility Operator position
FY 2007-08 Full-Year:
Annual Position Annual One Time Start- Offsetting 2007-08 Net
Costs Operating Costs Up Costs Revenue or Position Costs
Sala /Benefits Bud et Savin s
$36,620 $0 $0 $0 $36,620
Page 2 of 2
Public Works -Custodian
Category of Request - Addresses a service level increase
Purpose: To provide daytime custodial and light maintenance care to the County's Homestead Road
Campus, including the Southern Human Services Center and the Seymour Senior Center.
Needs Addressed:
•~ This position will allow for immediate staff response to accidental spills, clean up after meetings,
.cleaning at building entrances for litter and tracked in dirt, replenishing restroom supplies, etc. during
the day. The position will also allow for light maintenance such as light bulb replacement, unstopping
commodes, etc.
Job Functions:
• Provide daily custodial services at the County's Homestead Road Campus (Monday through Friday
from 8 a.m. until 5 p.m.), including maintaining exterior walkways and building entrances, ensuring
restroom dispensers are stocked and spot cleaning of restrooms throughout the day, spot cleaning of
meeting rooms, multipurpose rooms, theater, etc.
• Provide light maintenance services such as light bulb replacement, air filter replacement, unstopping
commodes, etc., reducing maintenance and travel time for the County's building maintenance
technicians, who are based in Hillsborough.
Outcomes:
• Achieve improved appearance of facilities at the County's Homestead Road Campus.
• Address situations, which if not attended to promptly, could result in damage that is costly to fix.
• Reduce travel time for Buildings and Grounds maintenance technicians by responding to light
maintenance needs
Financial Impact:
FY 2006-07:
Position Costs - Annual One Time Start- Offsetting 2006-07 Net
May-June 2007 Operating Costs Up Costs Revenue or Position and
Sala /Benefits Bud et Savin s Start-U Costs
$7,155 $155 $500 $0 $7,810
FY 2007-08 Full-Year:
Annual Position Annual One Time Start- Offsetting 2007-08 Net
Costs Operating Costs Up Costs Revenue or Position Costs
Sala /Benefits Bud et Savin s
$37,900 $928 $0 $0 $38,828
13
14
Facility Maintenance Services -Seymour Senior Center
The southern Orange campus located on Homestead Road in Chapel Hill
provides an opportunity for improved efficiencies in the use of building
maintenance resources. Building maintenance includes maintenance of the
building and associated systems (HVAC, electrical, plumbing, etc.) as well as
cleaning services. Historically, departmental services have also been provided
by Public Works staff (moves, furniture assembly, hanging items, etc.).
Currently, Public Works provides the majority of maintenance services at County
buildings during regular hours of operation (Monday through Friday, between
8:00 am and 5:00 pm) and the majority of custodial services, other than
emergency response items (spills, overflows, etc.), Monday through Friday
between 4:00 pm and 12:00 midnight. Currently, both maintenance and
custodial services for Southern Human Services Center are provided by in-house
staff. Custodial service at the Chapel Hill Senior Center (Galleria) is currently
provided under contract and paid by Friends of the Chapel Hill Senior Center,
while service a the Northside Senior Center is provided by in-house staff. Based
on currently available information, the Northside space will remain in use for
senior services, and will continue to need custodial services.
While most custodial services are best performed after hours, there is frequently
a need for some services to be provided during regular hours of operation (i.e.,
spill clean up, emptying trash from meeting rooms, replenishing restroom
supplies in high traffic locations, clean up at building entries, etc.). This is
especially true for high traffic locations and facilities where food is served.
Public Works recommends the creation of a new, in-house
custodial/maintenance position to provide daytime maintenance and custodial
services for the Southern Orange campus. Having this position in-house would
allow some custodial services, some departmental services, and some light
maintenance services to be provided between 8:00 am and 5:00 pm, Monday
15
through Friday for both the Southern Human Services Center and the Seymour
Senior Center. Providing these services would improve the appearance and
comfort of these facilities for the public, and would allow immediate response to
spills, stopped up fixtures, etc., which can result in higher costs if not responded
to promptly. Having this position could also reduce travel time by Buildings and
Grounds staff in instances when they have to respond from Hillsborough to
Chapel Hill. Provision of this service also responds to daytime service needs
identified by Department of Aging (DOA) staff for the Seymour Center, based on
programmed services. For this analysis, the existing "Custodial" position
classification was used for cost calculations, as it has been assumed that greater
than 50% of services to be provided will be custodial related.
In order to minimize disruptions and inconvenience to customers, Public Works
recommends providing most custodial services after hours, whether provided
using in-house or contracted resources. Public Works has developed cost
estimates for provision of after hours custodial services using new, in-house staff
and has also obtained a cost quotation from Orange Enterprises for provision of
these services on a contract basis. Under both scenarios, custodial services
would be provided after normal operating hours. Services to be provided, and
frequency of services, have been identified by Public Works based on
recommended cleaning levels as provided in the Orange County Custodial
Services Report, and specific site conditions and services identified by DOA staff.
The calculations to identify additional in-house resources have been included as
Attachment `A'. The same services and frequency of service were .provided to
Orange Enterprises for preparation of their cost quotation. Due to volume
purchasing and standardized dispensers, it was assumed that Public Works
would provide dispenser products (paper towels, soap, tissue paper) under both
in-house and contacted scenarios. Public Works will also provide the necessary
trash containers and floor mats as needed for building start up, under both
scenarios.
16
Public Works estimates that approximately 2.0 full-time equivalents (FTE's)
would be required to provide the recommended services at the Seymour Center
using in-house resources, without a daytime maintenance position and 1.75
FTEs with the daytime maintenance position. Some new startup equipment will
be required (vacuums, cleaning carts, etc.) to provide services, while some
existing equipment (buffers, scrubbers, etc.) could be shared among County
buildings.
Table 1 presents a summary of options for service delivery and cost estimates for
provision of custodial services at the Seymour Senior Center using in-house staff
and under contract with Orange Enterprises. The Orange County Custodial
Services Report provides "Considerations for Contracting for Custodial Services,"
which presents arguments from cleaning industry professionals in favor of in-
house and contracted service delivery.
17
Table 1
Service Options and Costs for Custodial Services
In-house Service Estimated Cost
Custodial FTEs (2.0) (including benefits) $14,310 $75,820
Custodial FTEs (1.75) (including benefits) $12,520 $66,340
Day time cleaning/maintenance position (8
hours/day, Monday through Friday) $7,155 $37,900
Cleaning supplies $300 $1,800
Dispenser products (paper towels, soap, tissue) -
on-going $650 $4,000
Trash containers, floor mats -start up $1,500 N/A
Equipment -start up $1,000 N/A
Estimated In-house Operating Cost w/daytime
position $20,625 $110,040
Estimated In-house Operating Cost w/o
daytime position $15,260 $81,620
Estimated In-house Start Up Cost $2,500 N/A
Contract Service Estimated Cost
Contract Service (Orange Enterprises) $8,400 $50,400
Contract day time porter service $4,800 $28,800
Dispenser products (paper towels, soap, tissue) -
on-going $650 $4,000
Trash containers, floor mats -start up $1,500 N/A
Estimated Contract Service Operating Cost w/
daytime porter service $13,850 $83,200
Estimated Contract Service Operating Cost
w/o daytime service $9,050 $54,400
Estimated Contract Service Start Up Cost $1,500 N/A
Please note that this report address only the Seymour Center/Southern Human
Services campus. The previously provided Orange County Custodial Services
' Although a start up cost, replacement will be required as equipment reaches the end of its useful life
18
Report provides information regarding proposed services and resource needs for
other County buildings. These needs will be presented as part of the 2007/2008
budget process.
Additional information and needs for building maintenance, grounds care and
utilities will be provided as part of the FY 2007/08 budget process.
Table 2
Recommended Service Options and Costs for Custodial Services
19
Attachment `A'
Detailed Calculations
Individual spreadsheet calculations were previously prepared for each County
building for the Orange County Custodial Services Report. Table 2 presents the
detailed calculations performed for the Seymour Senior Center. Column 1 of the
table presents the main services provided; Column 2, the unit of measure (UOM)
for each service; Column 3, the number of units present in the cleanable square
footage within the Seymour Center; Column 4, the time required ,per unit; Column
5, the total minutes required; Column 6, the total hours required; Column 7, the
frequency per year for the service to be provided (312 equals daily service,
Monday through Saturday); Column 8, the total hours per year, and Column 9,
the average daily FTE's to provide the service throughout the course of the year.
TABLE 2
SEYMOUR SENIOR CENTER REQUIRED CUSTODIAL FTE'S
# TIME/ TTL TTL FREQ/ HRS/ REQ'D
TASK/ITEM/SERVICE UOM UNITS UNIT MINS HRS YR YR FTE'S
Restroom service (# fixtures)
Floor care
acuum (carpet)
Bonnet clean
y clean
et clean (steam/shampoo)
ast mop (hard surfaces)
imp mop (16 oz. mop). (VCT only)
et mop & rinse (16 oz. mop) -wkly
et mop & rinse (16 oz. mop) -daily
gray buffing
Dusting surfaces
Dust with duster
Damp wipe w/ trigger sprayer & cloth
Trash cans
empty
replace liner
wipe surfaces (interior & exterior)
Furniture, hard surface
Clean/polish w/ trigger sprayer & cloth
Window blinds
Dust w/duster
Vacuum w/ tank/canister vacuum
EACH 34 3.00 102 1.70 312 530.40 0.2720
SQ FT 10,283 0.03 276 4.59 130 597.10 0.3062
SQ FT 10,283 0.04 457 7.61 26 197.84 0.1015
SQ FT 10,283 0.08 851 14.19 6 85.14 0.0437
SQ FT 10,283 0.11 1,135 18.92 1.5 28.38 0.0146
SQ FT 11,139 0.01 67 1.11 312 347.54 0.1782
SQ FT 8,920 0.01 128 2.14 130 278.30 0.1427
SQ FT 8,920 0.03 310 5.17 52 269.03 0.1380
SQ FT 2,219 0.03 77 1.29 312 401.55 0.2059
SQ FT 11,139 0.01 80 1.34 26 34.75 0.0178
SQ FT 11,139 0.13 1,477 24.62 1 24.62 0.0126
SQ FT 22,061 0.01 132 2.21 52 114.72 0.0588
SQ FT 22,061 0.02 424 7.06 12 84.71 0.0434
EACH 74 0.50 37 0.62 312 192.40 0.0987
EACH 74 0.75 56 0.93 104 96.20 0.0493
EACH 74 1.00 74 1.23 52 64.13 0.0329
SQ FT 1,110 0.08 93 1.55 4 6.22 0.0032
SQ FT 1,032 0.02 19 0.31 4 1.25 0.0006
SQ FT 1,032 0.03 28 0.46 2 0.92 0.0005
20
Overhead
Hard surface ceiling SQ FT ~ 0.17 0 0.00 1 0.00 0.0000
Acoustic file ceiling SQ FT 22,061 0.08 1,853 30.89 1 30.89 0.0158
Light fixtures SQ FT 1,086 0.02 22 0.36 4 1.45 0.0007
HVAC diffusers EACH 190 0.50 95 1.58 6 9.50 0.0049
Walls
Wash w/ wall mop SQ FT 66,000 0.20 13,189 219.82 1 219.82 0.1127
Windows
Interior surfaces SQ FT 6,280 0.11 716 11.93 2 23.86 0.0122
Exterior surfaces SQ FT 6,280 0.11 716 11.93 2 23.86 0.0122
Multi-pane windows EACH 0 0.07 0 0.00 2 0.00 0.0000
Clean/polish
elevator cars, doors EACH 1 5.00 5 0.08 52 4.33 0.0022
kickplates, pushplates, switchplates EACH 74 0.25 19 0.31 26 8.02 0.0041
handrails LIN FT 286 0.00 1 0.01 52 0.72 0.0004
Upholstered furniture
Vacuum EACH 90. 0.10 9 0.15 12 1.84 0.0009
Steam clean EACH 90 0.20 18 0.31 1 0.31 0.0002
Exteriors/entrances
Sweep EACH 4 5.00 20 0.33 312 104.00 0.0533
Litter clean up, etc. (walkways, courtyard) EACH 1 15.00 15 0.25 312 78.00 0.0400
Empty trash EACH 4 1.00 4 0.07 312 20.80 0.0107
Empty cigarette butt containers EACH 4 1.00 4 0.07 312 20.80 0.0107
Travel time
OTAL FTE'S REQUIRED: 2.00