Facilities Budget
2011-2012 Facilities Budget Plan
| Line Item | FY11/12 | FY10/11 | FY09/10 | FY08/09 | FY07/08 |
|---|---|---|---|---|---|
| Facilities Committee Discretionary | $ 2,500 | $ 2,000 | $ 2,500 | $ 2,000 | $ 3,750 |
| Planned Projects (was called Capital Improvements) | $ 73,262 | $ 80,400 | $ 83,500 | $ 165,900 | $ 74,000 |
| Routine Maintenance | $ 41,390 | $ 39,956 | $ 37,502 | $ 30,344 | $ 36,465 |
| Minor Maintenance | $ 27,863 | $ 37,144 | $ 27,998 | $ 26,500 | $ 25,247 |
| Contingency | $ 13,769 | $ - | $ - | $ - | $ - |
| Less Use of Renovation Funds | $ - | $ - | $ - | $ (50,000) | $ - |
| Less Use of Rollover Funds | $ - | $ (20,100) | $ (1,500) | $ - | $ (7,600) |
| TOTAL FACILITIES | $190,267 | $209,777 | $181,465 | $254,482 | $193,323 |
General Notes:
The planned improvement projects selected in this draft have not been approved by the facilities committee. The facilities committee requested that I put together a list for consideration that would fill the $73,262 allocation for planned projects.
Reclassification of house telephone expenses to routine maintenance for fire alarm monitoring effectively reduces the amount spent on planned projects by about $3,200 over last year.
To facilitate budget tracking and help with future spending predictions, large unforeseen expenses now come out of Contingency rather than being lumped in with Minor Maintenance or Capital Improvements.
Per Brian's instructions, I've drafted a budget plan for next year that will allow time for me to focus efforts on long-term (multi-year) facilities planning this fall and spring. Consequently, only modest improvement projects requiring minimal logistical coordination are recommended. No houses are recommended for shut-down/spruce-up. Concentrating my efforts on long-term planning was mentioned at the October Facilities Committee meeting and no objections were raised. If the Board has any concerns about this approach, now would be the time to take action. Switching to an ambitious FY 2011-2012 improvement project plan after November is not recommended because there would be inadequate time for thorough planning.
The draft plan makes several changes to the budget categories in an effort to improve tracking performance to budget. “Capital Improvements” becomes “Planned Projects”. “Minor Maintenance” is defined to be repairs less than $1000. Lastly, a new Contingency category is created to budget for high-cost/low-frequency repairs (repairs costing more than $1000) and emergency capital expenditures (e.g. replacing the French House grease trap) not covered by the facilities reserve policy. The new categories disentangle capitalized versus non-capitalized projects (accounting jargon that doesn't impact the cash budget) and remove major repairs from the minor maintenance section.