315 Routine Maintenance, Capital Asset Management, and Miscellaneous Facilities Management Departmental Services
|SUBJECT:||ROUTINE MAINTENANCE, CAPITAL ASSET MANAGEMENT, AND MISCELLANEOUS FACILITIES MANAGEMENT DEPARTMENT SERVICES|
|AUTHORIZING BODY:||VICE PRESIDENT FOR FINANCE AND ADMINISTRATION|
|RESPONSIBLE OFFICE:||FACILITIES MANAGEMENT|
|DATE ISSUED:||OCTOBER 2007|
|LAST UPDATE:||NEW POLICY|
RATIONALE: To provide standards for determining appropriate funding sources for Routine Maintenance, Capital Asset Management and Miscellaneous Facilities Management Department services.
POLICY: Routine Maintenance of General Fund facilities (academic, administrative, intercollegiate athletic, parking decks/lots), utility services, roads, walkways and grounds up to each building is funded from the General Fund, primarily via Facilities Management Department (FM) operating budgets, to the extent funding is available. Capital Asset Management (CAM) is funded via special allocations, investment income from quasi-endowments, debt, FM service charges, Plant Renewal budgets or other sources. Routine Maintenance and CAM of Auxiliary Fund facilities (e.g. Housing, Recreation, Golf and Learning Center, Meadow Brook Hall, Meadow Brook Music Festival, Meadow Brook Theater, Graham Health Center, Oakland Center, except as defined by management agreements) are funded from Auxiliary operations. Auxiliary units fund costs associated with parking decks and lots when those decks and lots are designated for the primary use of the Auxiliary patrons (i.e. P-51, P-61, University Student Apartments (USA), Mathews Apartments). Miscellaneous FM Services are funded by requesting departments via FM service charges or external contractors. All CAM projects needing to be accounted for in the Plant Fund require FM approval to establish a Banner fund.
SCOPE AND APPLICABILITY: This policy applies to all Routine Maintenance, CAM and Miscellaneous FM Services. If needed, specific operational procedures may be documented, on a case by case basis, via a Memorandum of Understanding.
Routine Maintenance: Routine Maintenance is repairs and physical improvements of a planned, preventive nature. Funding for Routine Maintenance is typically budgeted via operating budgets.
Miscellaneous FM Services: Miscellaneous FM Services include vehicle maintenance, athletic field materials, contract services, moving and set-up, painting (non-classroom), and support services for special events, and are funded from the operating budgets or reserves of requesting departments.
PROCEDURES: FM’s operating budget is funded for General Fund Routine Maintenance services. In addition, some funding is provided for limited Plant Renewal and Deferred Plant Renewal projects. FM’s budgets do not include funding for Plant Adaptation, Miscellaneous FM Services or Auxiliary facilities. Therefore, requests to meet new program needs involving Plant Adaptation or Miscellaneous FM Services must be funded by the requesting entity or special allocations. A funding source should be provided with the request for such services.
Plant Fund funds: Banner funds in the Plant Fund should be established for all Routine Maintenance, CAM and FM provided Miscellaneous FM Services projects with budgets exceeding $50,000. In addition, Banner funds may be established for smaller projects where separate tracking of funding sources and expenses would be beneficial.
RELATED POLICIES AND FORMS:
OU AP&P #310 Building Alterations, Renovations and/or Modifications
OU AP&P #360 Property Management