Duke Facilities Management: 2018-19 Annual Report

2018-2019 ANNUAL REPORT

Duke Facilities Management

MESSAGE FROM THE VICE PRESIDENT

We shape our buildings; thereafter they shape us.

Every day, several hundred dedicated Facilities Management employees perform their detailed and complex work on Duke’s historic campus. Per the Churchill quote, our vision and mission echo the responsibilities of shaping the campus so that the Duke community of students, faculty and staff can shape the educational, athletic and community work that happens within Duke’s campus facilities.

The Facilities Life Cycle illustrated on the opposing page represents how all of Facilities’ functional areas contribute to the campus environment. Buildings, landscapes and infrastructure are initially planned, designed and built. As collective facilities, they are then operated and maintained. Over time, they are renewed and renovated. The scope of our facilities operations is vast, and the work each of its staff does every day ensures that the present and future needs of the university are met, and that the optimum life cycle of our buildings, landscape and infrastructure is achieved.

This process includes the many facilities support roles that contribute to our overall success. Safety, human resources, finance, technology and communications are vital roles for our department. Without these functions our goals and objectives could not be met.

The goal of our work is to honor our past and welcome the future. This year, we continued our efforts to protect our natural resources, such as energy and water, and to preserve our iconic “university in a forest.”

We expanded on our commitment to design and build sustainable buildings by developing and implementing our High Performance Building Framework. Facilities managed hundreds of projects, oversaw tens of thousands of work orders and maintained millions of square feet and hundreds of acres of landscape. We responded to hurricane devastation at the Duke University Marine Lab and worked tirelessly during the record snowfall.

Our department performs its work with a high level of visibility and responsibility, always with the central focus of serving the Duke community. Managing the life cycle of the campus buildings, landscape and infrastructure takes the collective talent of all 525 Facilities Management staff members.

Every area, role and employee within Facilities Management is an integral part, and together we will continue to shape Duke’s buildings and campus long into the future.

To our Facilities Management staff, thank you for all you do for Duke University.

John J. Noonan Vice President for Facilities

– Winston Churchill

STRATEGIC INITIATIVES Communication: Timely, consistent, and meaningful in all directions

Customers:

Customers are our top priority

Employees:

Develop & retain highly skilled, professional & motivated workforce

Information Systems: Accurate, accessible, transparent & timely information

Cost Management: Cost-efficient & productive

FACILITIES LIFE CYCLE

Planning & Design

Renovation & Updates

Building

Creating tomorrow’s Duke today by building, enhancing and maintaining the campus environment.

Utilities, Energy, Water

Housekeeping, Sanitation & Recycling

Landscape Management

Planning & Strategic Initiatives: Proactive, integrated & focused plans in all functional areas

Processes: Best practices established & implemented

Reliability:

Zero customer interruptions

Maintenance & Repair

Safety:

Zero incidents

Sustainability:

Leader in sustainability

Facility Operations Operations | Maintenance| Repairs

T

he university buildings hold within them a rich history of J B Duke’s vision to provide a superior education to students of “character, determination and application.� Facilities Management employees tend to the buildings, trees and landscapes of this iconic campus, some of which are over 100 years old. Each employee contributes in a meaningful way to this work, whether in protecting, maintaining and preserving our buildings and landscape, or in the design and development of future buildings and landmarks that will serve the university far into the future.

Office of Project Management & University Landscape Architect Planning | Design | Building | Renewal

University Environmental Services Housekeeping | Sanitation | Recycling

Landscape Services Grounds | Landscapes

Photo: James Ewing

Utilities & Engineering Energy | Water | Conservation

PLANNING | DESIGN | BUILDING | RENEWAL

F

iscal year 2018-2019 was focused on several large-scale new projects. From going beyond LEED in developing High Performance Building Framework and planning the future Sculpture Park, to construction of the new Karsh Alumni & Visitor Center 1, Pratt Engineering building 3, Trinity 2 and Hollows 4 residence halls and the renovation of the Crowell/Craven Quad and residence halls 5, our Facilities Management team remains steadfast in its mission to steward Duke University now and into the future.

1 ď‚˜

Newly constructed or renovated space:

400,000+ sq. ft

Acres of designed landscapes:

2 ď‚˜

350+

New beds added through construction & renovation: Active projects:

540

3 

1,900

 5

4 

UTILITIES | ENERGY | WATER | CONSERVATION

W

hen it comes to Duke’s campus and health system, we are building and managing a complex utility infrastructure that includes chilled water, steam, hot water, electric power, central emergency power, domestic water/sewer and storm water – while simultaneously improving how we conserve energy and resources. Duke’s annual energy needs are roughly the equivalent of 40,000 typical homes. This year we finished the Research Drive Solar Garage 6, began construction of Chilled Water Plant #3 7, gained ground on our campus LED lighting project 8 and updated the energy portion of the Duke Climate Action Plan to map our drive toward campus climate neutrality by 2024. We also partnered with Student Affairs to provide Duke seniors with safe, guided tours of our campus tunnels 9.

Total solar panels on Research Drive Parking Garage:

2,554

Annual energy savings equivalent:

85 less cars

6 

LED lights replaced:

49,626

Annual cost savings:

$330,000 Annual carbon emissions savings:

7 

11 metric tons

8 

Annual water savings from Reclamation Pond:

91 million gallons Annual cost savings:

$388,000 Reduction in water use per square foot over the last decade:

35%

9 

OPERATIONS | MAINTENANCE | REPAIRS

W

ith such tremendous campus building assets comes significant responsibility to steward them. Whether legacy structures or new ones, the cycle of operations, maintenance and repairs is simultaneously preventative and responsive. Key accomplishments this year are the gains in the Gothic Door Restoration Project bk, development of a Safety Shower Test Cart bl and implementation of process improvements for how preventative maintenance is managed, performed and documented.

Gothic doors restored:

41 10 ď‚˜

146

Fume hoods repaired:

11 ď‚˜

35,746

Total work orders completed:

Building keys cut:

20,000+

LANDSCAPE MANAGEMENT

P

art of providing a safe, functional and aesthetically pleasing landscape for university faculty, staff, students and visitors is accomplished by cultivating and maintaining its diverse environments. Duke’s campus is framed by trees, plants and flowers that shape its iconic venues and vistas bm. This includes the formal gardens at Duke Chapel and the park-like setting at the Reclamation Pond, as well as the athletic playing surfaces for Duke’s more than 20 varsity sports including NCAA Duke Football bn. Landscape Services also maintains the medical center campus and ensures that it, along with the university, can be safely accessed during severe weather bo.

200 acres Turf mowed weekly:

11 miles Lines painted on athletic fields:

14 

13 

32,500+ Flowers and bulbs planted each year:

4,000

tons

12 ď‚˜

Mulch:

Pine straw:

3,600

Trees managed:

15,395

bales

Parking maintained:

100+

acres Acres of landscape maintained:

350+

HOUSEKEEPING | SANITATION | RECYCLING

I Sanitation service in total square feet:

15.4 million

n daily life on campus, the Duke community is engaged in learning, teaching, researching, living, dining, visiting the Chapel, exhibiting art, attending athletic events, socializing with peers and so much more. In support of these efforts, University Environmental Services is proud to perform the housekeeping, sanitation and recycling tasks required to continuously maintain safe, clean, productive and enjoyable spaces. When it comes to shaping Duke’s campus, they work hard to always keep it in top shape.

Percent of recycled or composted material from home football games:

79% Buildings cleaned:

137

Total square feet of space cleaned:

4.8

million

Front line staff & managers:

284 Annual pounds of recycled material and trash:

20

million

HURRICANE FLORENCE & THE MARINE LAB The Duke University Marine Lab sits on Pivers Island, near Beaufort, North Carolina. In September of 2018 Hurricane Florence’s high winds and almost two feet of rain caused serious damage to 20 out of the 23 buildings on the marine lab campus.

Without power for over a week, all campus programs on the island were suspended. Our employees were the first to arrive on the island after the storm. They worked tirelessly, day and night, to secure, stabilize and re-open the lab’s facilities.

ana Gillikin back D to performing daily operations

Solar panels blown onto adjacent roof

ags of debris collected B after the hurricane

Post-storm recovery

I ndoor water damage from the hurricane Rebuilding after extensive water damage

ike Cox assists a M researcher with equipment

The Teamwork Award This year the department recognized the facilities marine lab staff with the inaugural Teamwork Award, given to a team that “worked together to accomplish a goal, project or outcome for the university and or the department and in so doing embodied the university value of teamwork.”

The first Facilities Teamwork Award was presented to the staff at the marine lab: Tammy Bennett, Anita Kemp, Mimi Brown, Mike Golden, Zach Thomas, Mike Cox, Dana Gilliken, Hazel George (not pictured) and Steve Palumbo (not pictured).

We are proud to have met Duke’s goal 9 times in the last 10 years.

FACILITIES SUPPORT Purchase orders processed:

Business Services serves Duke University’s internal and external customers by performing the department’s fiduciary and accounting tasks. It also liaisons with Duke University Financial Services.

E-newsletter subscribers:

Customer phone calls:

Customer Service Center interfaces with the Duke community through Facilities’ online service portal and its 24-hour phone line to triage requests and updates for most of the university’s building maintenance and repairs.

New hires & transfers:

Facilities Management Information Technology (IT) administers and supports the technology needs for the department and it staff, including networks, servers, computer hardware and software.

Training monthly compliance:

5,081 6,811 Devices serviced:

1,500

545 124

97%

Communications assists with the exchange of pertinent departmental information and collaborates with Duke's university-wide communications network.

Facilities Management Human Resources functions as the central administrative support for the department’s staff policies, recruitment, benefits, compensation, classification and training.

Facilities Management Safety conducts trainings, programs and audits to ensure and improve the health and well-being of all the department’s employees.

AWARDS STAFF

Skilled Trades Employee of the Year

Office Staff Employee of the Year

Administrative Staff of the Year

Adam Neathery, Senior High

Aurel Selezeanu, Assistant

Dianne Lawson, Customer

■

■

“Adam is a team player. He puts safety first and takes on any challenge—big or small—to help the university.”

“Everyone has appreciated Aurel's leadership and dedication to the entire university community. Now that he has retired, he will be missed by all.”

Voltage, Electrician (DUES) Over 10 years

Director Electrical Systems (DUES) Over 30 years

Service Representative (Facility Operations) ■ Over 25 years

“Diane communicates with the team to ensure that every utility shutdown request is done accurately and on schedule.”

Employee of the Year Greg Loftis, Landscape Specialist (Landscape Services) ■ Over 10 years “A great communicator, Greg is very knowledgeable, performs his duties with a high level of expertise and skill and proactively plans projects to ensure the highest level of quality.”

INDUSTRY Excellence in Landscape Architecture

American Architecture Award for 2018

The Society for College and University Planning (SCUP)

Chicago Athanaeum Museum of Architecture and Design

Excellence in Landscape Architecture

2018 People’s Choice Environmental Leadership Award

West Campus Precinct

Duke University’s West Campus American Society of Landscape Architects (ASLA)

The Rubenstein Arts Center

Duke Reclamation Pond AZURE Magazine

Local 465 Employee of the Year

Technical Staff Employee of the Year

Employee of the Year

Andy O’Shea, Structural Trades Cabinet Maker (Facility Operations) ■ Nearly 25 years

Bobby Browning, Capital Project

Equipment Operator (UEVS) ■ Over 30 years

“Andy has developed and maintained a reputation for initiating and implementing creative projects and high quality craftsmanship.”

“Possessing a great wealth of practical knowledge, and being a tremendous team player, Bobby has been performing his work with the highest level of commitment and quality for decades.”

Support (Facility Operations) ■ Over 30 years

Leon Johnson, Senior Sanitation

“Leon’s outstanding work ethic and sense of ownership ensures that our customers receive excellent service, making him a tremendous asset to our team.”

PRESIDENTIAL

Meritorious Service Award Rodney Andrews, Building Coordinator, Athletics Precinct (Facility Operations) ■ Nearly 40 years

“The athletic precinct is one of the most-visited areas of campus, and Duke fans can attribute their gameday experience to Rodney....”

Supervisor Employee of the Year Mark Carpenter, Horticultural Supervisor (Landscape Services) ■ Nearly 15 years “Mark’s vast knowledge, dedication to the university's horticultural needs and outstanding leadership are clearly demonstrated by the exceptional quality of his team and its accomplishments.”

LEADERSHIP

Meritorious Service Award Gloria Biddings, Housekeeper

Specialist (UEVS) ■ Over 30 years

“Gloria keeps the [Mary Duke Biddle Music Building] pristine, in spite of the fact that the building is heavily used day and night.”

Meritorious Service Award Jeff Connolly, Senior General Maintenance Mechanic (Facility Operations) ■ Nearly 30 years

“...Jeff always makes himself available to other mechanics if they need his expertise, even in his off hours.”

Sustainable Duke Staff Team Award for Outstanding Leadership Belle Farish (Office of Project Management), Charlie Perez (Facility Operations) and Abhi Bathula (Utilities & Engineering)

Photo: James Ewing