June 9, 1972
MEMO TO: Robert E. Myers
FROM: Arthur W. Jacobs
SUBJECT: One Year Summary on Operation of Headquarters Building
and on Occupancy Agreement with UMR.
When the Missouri State Land Survey Authority acquired their own headquarters building early in 1971 the total operating budget was only $37,000.00, half of that was already encumbered by the time the Executive Order transferred the building. This was FY 70-71.
The responsibility of operating and maintaining the building was completely impossible with no allotment for it and no maneuvering possible with other funds since there was practically no overall allotment.
The building was in need of repairs because maintenance had been neglected for several years. The SLSA FY 71-72 Budget had in it only $300.00 for Replacement and Repair. That came about because the Director of the Budget would not allow more than that in the Budget request. Attempts were made to adjust it with the Appropriations Committees of both Houses of the Legislature after it was known that SLSA had the building by Executive Order but by that time it was too late. Another problem was created by the fact that the SLSA FY 71-72 Budget request was not allowed to request funds for fuel, utilities, janitors, watchman, etc. at the time it was submitted.
While the Missouri State Land Survey Authority was trying to arrange funds with which to operate the headquarters building the University of Missouri-Rolla was trying to arrange space for the Army and Air Force ROTC activities. In addition to classroom and office space the ROTC activity required garage space for three (3) vehicles; parking space for approximately 25 vehicles; and open grounds space for drill field work.
An Occupancy Contract between SLSA and UMR was finally signed. It gave UMR the space and facilities they needed for ROTC with adequate space remaining for SLSA and the contract detailed certain building operating costs which UMR had to pay for. This in effect increased the SLSA allotment to where the operation of the headquarters building was possible.
The Occupancy Contract required UMR to pay for all furnace fuel, electric power, water and sewer charges, and garbage and trash removal. UMR demanded that the contract specify a maximum of $7,500.00 for those items. In FY 71-72 those items actually cost $4,009.81 for 12 months.
Water and Sewer (actual meter) $ 41.40
Electric power (actual meter) 2,639.50
Furnace oil (estimated) 1,328.91
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$4,009.81
The furnace oil estimated is based on the actual amount of oil bought during the year. The amount of oil that was in the tank at the beginning of the year is about the same as what is in the tank now, but this could vary 20%.
The Occupancy Contract also requires that UMR furnish complete janitorial service and that security of the SLSA building and grounds be included in the UMR Security System. One janitor is on duty full time and another man assists when there is classroom activity. The pay scale for janitors is $2.45 per hour. It is estimated that the payroll cost to UMR for janitors in the SLSA building is $5,800.00 per year. Janitor supplies cost about $250.00 per year. UMR furnishes all janitorial equipment. It is estimated that the time of watchman and roving patrol of the UMR Security System spent on protecting SLSA property costs $500.00.
The total yearly cost to UMR in complying with the Occupancy Contract is:
Water and Sewer $ 41.40
Electric power 2,639.50
Furnace oil 1,328.91
Janitor payroll & Supplies 6,050.00
Security 500.00
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Total yearly outlay $10,559.81
The Building Rules and Regulations, which are a part of the Occupancy Contract, require that an occupying agency with prior approval of SLSA may make any change, redecoration, alteration, addition, or improvements but at the expense of the occupying agency. Under that regulation UMR added the following to the building and grounds at the indicated estimated costs:
Installed air conditioners in ROTC area $6,500.00
Parking lot for 25 vehicles 1,500.00
Remodeling and decorating 1,200.00
Lighting and wiring 900.00
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Total added to bldg. and grounds by UMR $10,100.00
UMR furnished five air conditioners for the SLSA area of the building. SLSA, however, had to pay for the installation which cost $411.60. UMR mechanics did the work on a reimbursable basis. It is estimated that the 5 new air conditioners cost UMR $1,100.00.
The Occupancy Contract also provided that repair work on the building and grounds would be done by UMR personnel and equipment when requested by SLSA on a reimbursable basis. Such SLSA requests would, according to the contract, get the same priority as requests from UMR departments. Grass cutting, electrical and other work was done this way.
The following work was done by UMR on a reimbursable basis in FY 70-71:
Unloading furniture $ 40.68
Fountain repair 9.04
Installation of 5 air conditioners 411.60
Wiring and installation of lights 565.32
Grass mowing (3 times) 153.90
Moving furniture 6/30/71 18.08
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Total FY 70-71 on reimbursable basis $1,198.62
The redecorating (painting, drapes, carpets, etc.) in the SLSA area was done with outside contractors using FY 70-71 funds.
As was mentioned above the SLSA R & R allotment for FY 71-72 was only $300.00. A lot of time was spent trying to get that adjusted because it was completely unrealistic now since SLSA has custody of a large State real estate investment. Finally SLSA persuaded the Fiscal Affairs Committee to transfer $1,500.00 from Operations to R&R and later the Legislature approved another $2,300.00 for R & R in the Emergency Appropriations Bill. So before the end of the third quarter SLSA had a total R & R allotment amounting to $4,100.00 (the original $300.00; plus $1,500.00 transferred from Operations; and $2,300.00 as new allotment from the Emergency Bill). In the meantime the following was done in FY 71-72 by UMR mechanics on a reimbursable basis:
Grass cutting $248.27
Boiler room work 125.00
Sewer work 46.27
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Total FY 71-72 on $419.54
reimbursable basis
During the early summer of 1971 UMR grounds personnel did an excellent job of grass cutting. Towards the fall of the year when they were short handed and apparently unable to replace equipment when needed they were not able to keep the grounds looking neat. It became apparent that there might be serious problems of grass cutting, etc. for the summer of 1972. A request was made to UMR to get an estimate of the support they would be able to give in this field. They determined that they would not be able to support the grounds work adequately. SLSA then arranged to buy a tractor and a mower and contracted to have tree and shrubbery as well as flower bed work done by outside contractors. In the overall this is more practical and more satisfactory. The only disadvantage in it was that Additions funds had to be used to buy the tractor for $922.00.
The last work done by UMR maintenance men was opening the stopped up main sewer in February. The sewer was giving continued problems. UMR mechanics helped solve the problem and now with the City of Rolla personnel it is possible to keep the sewer operating properly at no further cost to SLSA.
The State Surplus Property Unit assisted removing property abandoned by the Highway Patrol Academy. That work was performed by prison labor. No attempt has been made to set the dollar value. It can be assumed that the value of the salvage materials equalled the cost of removing them.
SLSA hired a full time maintenance man as soon as possible in FY 71-72. At first he had to use salvage material in making emergency repairs. Most of his work is still emergency work, however, preventive maintenance work is done whenever time permits. He also takes care of most of the yard work. In addition to the tractor and mower mentioned above, carpenter, plumber, electrician, etc. tools have been bought. Most of the work requirements by the maintenance man can now be accomplished.
Conclusion: Since SLSA took possession of the building and grounds by Executive Order considerable work has been done and additions have been made, as can be seen from the above, to catch up on repair work and also to increase the value of the premises. Practically all of the $4,100.00 R & R allotment has been used for emergency repairs and to bring certain parts of the building and grounds up to par. All of the driveway repair work, roof repair work, work on the garage and some of the electrical and plumbing work done was of that nature. However, some of the work to make the building and grounds better and more usable adds to the value for the State. It is estimated that the value of the property has been increased $15,000.00 since SLSA took possession. This is based on the following improvements:
Air conditioners (SLSA area and ROTC area) $8,000.00
Lighting and wiring additions of a permanent nature
(throughout building) 1,500.00
Painting, drapes, carpets, partitions - SLSA 2,000.00
Painting, drapes, etc. - UMR area 1,200.00
Parking Lot built by UMR 1,500.00
Boiler room additions 400.00
Grounds improvement 400.00
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Total added value $15,000.00
No doubt several more emergencies will arise which will require repair work but the preventive maintenance program which has been operating when time permits has been showing good results. Experiences of the last two quarters show that the most practical and efficient building and grounds operating program is for SLSA to have their own full time maintenance man with proper equipment and tools, and then contract with outside firms any work the maintenance man cannot handle. There will be occasions, however, when UMR mechanics will have to be called on in emergencies. They have been cooperative in the past on such occasions.
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Transcribed by Steven E. Weible
