2017 OFFICE SERVICES DEPARTMENT UPDATE

Transcription

1 2017 OFFICE SERVICES DEPARTMENT UPDATE East Bay Regional Park District Board of Directors Meeting Tuesday, May 15, 2018 Michael McNally, Facilities Manager Finance & Management Services Division

2 Department Structure Laurent Kinet Susan Chambers Michael McNally David Naranjo Switchboard / Reception Desk Facility Services Copy Room Messenger Services / Mail Room Central Stores Di McFadden Elmer Sorto Robin Secrist

3 Switchboard / Reception Desk Greeted 3,329 visitors 12,718 telephone calls received, directed to staff, departments and provided information to the public Coordinated the pool vehicle fleet of 11 vehicles, checked out 1,146 vehicles Coordinated meeting room reservations at Main Office and Trudeau Training Center

4 Facility Services Completed seven workspace reconfigurations and moved eight employees to new workspace Setup and cleaned for 1,599 meetings at the Main Office Setup and cleaned for 334 meetings at the Trudeau Training Center Closed 224 Service Tickets in six months

5 Trudeau Training Center

6 Copy Room Produced 882,289 printed pages Sorted all incoming USPS mail Scanned all incoming invoices for Accounts Payable Provided support to Xerox copiers at the Main Office

7 Messenger Services & Mail Room Daily deliveries of interoffice mail to 54 sites weekly, including 31 parks Processed 69,283 pieces of USPS mail Delivered packages to park sites as needed

8 Central Stores Filled 2,928 orders that included 93,635 product items for a value of $941,029 (including some promotional items) Delivered products to 49 sites including 32 parks during the week Hector Del Rio Marie Arnerich Nat Huerta

9 Office Services Manage 11 on-going contracts HVAC Fire Alarm and Life Safety Elevator and Wheelchair lift maintenance Janitorial Services Landscape Services Xerox copier leases Iron Mountain contract Order Office supplies and furniture for staff Manage maintenance projects, in house and contractors Scored 87.4% overall rating for Good or Better on Customer Service Survey for 2017

10 Elevator Modernization Project Replaced power unit Replaced controllers and indicators Interior to be remodeled

11 Elevator Modernization Project

12 Remodeled Board Conference Room Painted walls and added wall fabric Installed new carpet Refinished table and chairs New window blinds

13 Landscape and Parking Lot Replanted patio hillside Resealed and striped parking lot Installed parking lot designation signs

14 Exterior Improvements Replaced building and roof lights with LEDs Installed bicycle rack at Delivery Door Refinished patio benches

15 Trudeau Improvements Replaced exterior light fixtures with LEDs New landscaping

16 Central Stores New outdoor storage built by MAST to protect materials and keep water runoff clean

17 Central Stores Developing new Web Central Stores Order Form

18 Central Stores Developing new Web Central Stores Order Form

19 Central Stores Developing new Web Central Stores Order Form

20 Central Stores Developing new Web Central Stores Order Form

21 Green Programs Recycling at Main Office Paper, Cardboard, Can & Bottles (8 tons) Compostables (2 tons) Digital instead of paper for invoices and documents Lights fixtures replaced with LEDs Electric & Hybrid Vehicles part of vehicle fleet

22 Central Stores Green Programs Office Supplies Paper 30% Recycled 10% Post Consumable Pens refillable TP and paper towels 100% recycled Lumber from managed forest Cleaning products less chemicals

23 Central Stores Green Programs Reuse boxes for deliveries Use smallest vehicles possible for route Getting away from printed forms where possible Plans to insulate warehouse

24 Meeting Room Reservations New program to reserve Meeting Rooms-Yarooms Meetings booked in Outlook moved to Yarooms Went live on Feb. 20, 2018

25 Future Projects Space Planning Project Lunch room remodel

26 Breezeway Lighting Future Projects

27 OFFICE SERVICES Questions?