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Jim Elledge

Jim Elledge, facility/office services manager for Dallas, TX-based Summit Alliance Companies, is the recipient of the Distinguished Author Award from the International Facility Management Association (IFMA), is an IFMA Fellow, and is a member of TFM’s Editorial Advisory Board. All questions have been submitted via the “FM Expert Advice” portion of the magazine’s Web site.
To pose a question, please visit this page: www.todaysfacilitymanager.com/askfmexpertform.php

Note: Any questions submitted to Elledge may be posted on the web site or printed in the magazine along with his response.

Space Planning/Interiors | Building Envelope/Exteriors | Technology | Professional Dev | Security & Safety | Energy/Environment | Financial Matters | Miscellaneous

Space Planning & Interiors

  1. We recently formed a new department, Quality Audit Training (QAT), which I manage. I am in the process of developing formats, standard operating procedures (SOPs), and checklists, but I don’t know where to find any resources to help me formulate and design such documents. I am particularly seeking help on audit reports pertaining to housekeeping.
  2. Our church is in the process of remodeling and adding square footage. We’ve come up against a parking issue with the city because of the capacity of our sanctuary. The sanctuary isn’t changing in our construction plans, but the capacity makes us short of parking spaces based on city requirements. If we could cut down seating capacity, all of our parking problems would be solved. I’ve had some interesting conversations and correspondence with prominent manufacturers and providers of church seating. In the past, the standard was 18" or 19" per person seated in a pew. I’m told that standard has been increased, due to the “growing” of Americans. Can you help me estimate the proper seating requirements for our facility and town? Anything you can offer on the subject will be greatly appreciated—we’re in a jam!
  3. According to a December 2005 post featured on FacilityBlog (todaysfacilitymanager.com/facilityblog/2005/12/confined-space-guidelines-in-ansi.html), ANSI Standard Z117.1-2003 “covers confined space requirements with regard to identification and evaluation of a confined space, emergency response and rescue, permit and non-permit requirements, atmospheric testing, isolation and decontamination, lockout/tagout safeguarding procedures, personal protection equipment (PPE), and warning sign requirements.” Do you know of equivalents to this confined space standard for the European Union, Canada, Asia, or any other region of the world?
  4. Is there a common calculation for determining the square footage for cleaning commercial office buildings? Our janitorial service says it should be the RSF, but we think it should be less, since they are not able to clean all areas.
  5. In the past, tenants have left behind their old office furniture. Most manufacturers say it isn’t being made anymore, and they really can’t do anything with it. What options do we have?
  6. Ours is a very special site: a zoological park. Right now, the most important project is our new lab for amphibians. What kinds of materials should we use in this type of facility? I’m going to be purchasing things like flooring, shelves, walls, lighting, etc.
  7. How many rest rooms are required for a facility that employs 350 people daily? We’re considering some building renovations and would like to reference current specifications. We employ some disabled adults. In a previous response, you mentioned the UPC from the local ordinance; is other information available?
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Space Planning/Interiors| Building Envelope/Exteriors | Technology | Professional Dev | Security & Safety | Energy/Environment | Financial Matters | Miscellaneous

Building Envelope & Exteriors

  1. I am looking for inexpensive ways to reduce our energy bill and thought of creating extra shade on our roof by covering a couple feet of the roof deck with a light, porous mesh of some sort. Theoretically, this could lower the temperature in the building and thus reduce the amount of chilling needed. Do you have any experience with this? Could you make any suggestions?

  2. Where could I get a copy of the report: CASE Document 962 D, “A Guideline Addressing Coordination and Completeness of Structural Construction Documents”?

  3. What would you recommend when the roof leaks through the ceiling and into the fluorescent light fixture in an office? Is it safe for employees to continuing working in the space with the light on?

  4. I have a question about aluminum vs. copper electrical wiring—particularly when connected to large, main electrical switch gears. I have been told that “in the old days,” large aluminum main feeders (connected to switch gears) would expand and contract over time, and their lug connections would become loose. This would create a huge problem (and fire risk) for any building. According to an electrical contractor involved in one our projects, the new aluminum conductors are designed much better and don’t have this problem anymore.

    My company’s standard practice for 20 years has been to use copper conductors, but with the price of copper going through the roof, we’d save a huge amount of money by using aluminum.

    My chief engineer had some problems with aluminum in an older building and wants to stick with copper. But since code allows either, I wanted to investigate all of my options. What’s your opinion?

  5. I have a concrete parking lot that has several cracks in each slab. Some areas have small cracks, while others have opened up substantially. The slabs that have opened up too much will have to be replaced. Is there a product or process that we can use to keep the smaller cracks from opening up farther and breaking up the concrete beyond repair?

  6. Have you ever been asked about how to deal with buzzards legally? The birds are federally protected; otherwise, we would have an obvious solution!

    I have two buildings being summarily damaged by turkey vultures. On one building, they’re eating the caulk from the precast parapet joints. On the other, they appear to be eating the EPDM roof membrane!

    I once dealt with a similar situation in the past (birds eating caulk joints) by re-caulking the parapets in two stages: first with a standard (silicone based), flexible caulk that was then covered by a much thicker tape type caulk applied over the softer, more vulnerable joint.

    I don’t remember what products were used, but it stopped the problem. Thanks in advance for any advice!

Space Planning/Interiors| Building Envelope/Exteriors | Technology | Professional Dev | Security & Safety | Energy/Environment | Financial Matters | Miscellaneous

Technology

  1. Where could I update my skills in the area of data center design/build?
  2. I was reading this great TFM article by your Facility Technologist Tom Condon [ÒSmart Cards: More Than Just Access ControlÓ February 2004; online at www.todaysfacilitymanager.com/tfm_04_02_factech.asp], and I was wondering if there is any way to put a Òstored valueÓ or a balance that, with every swipe, it could decrement the card. Is there a way for the card to communicate with other open source systems or any accounting application?
  3. Do you know where I might buy soft walls (“meat locker sheets”) for data center cold aisle enclosures?
  4. In my position, I oversee 40 restaurants in the Mid-Atlantic. I have yet to find an organizational tool that helps me keep their gazillion problems in an organized manner yet reminds me to follow up. I’ve tried Outlook, calendars, and traditional notebooks, but I need your advice. We already use a third party call center for the daily issues. I’m concerned about all the other issues that are my responsibility.
  5. Do you know of any groups that have a chief technical officer for the facility management (FM) organization? This person would provide high level input on new IT developments and tell us how we could best use them.
  6. What are the requirements for a Business Process Outsourcing (BPO) company in terms of office space and technology?
  7. Would you recommend an asset management program that would include work orders and preventive and deferred maintenance components?

Space Planning/Interiors| Building Envelope/Exteriors | Technology | Professional Dev | Security & Safety | Energy/Environment | Financial Matters | Miscellaneous

Professional Development

  1. What recommendations can you make to a facility manager (fm) in a leased office space (5,000 square feet) who wants to incorporate green business practices?
  2. Is there a step by step guide available that will assist us in the formulation of a capital equipment replacement program? Our facility has entered its fifth decade of operation, and none of the original equipment has been modernized; this includes boilers, chillers, compressors, and the list goes on and on.
  3. I am interviewing for a position with a medium sized holding firm that specializes in cold storage. In my first interview with this company, the question was asked, “How would handle your first week here?” I was somewhat at a loss for words. How would you answer this question, having had years of experience in this field?
  4. Where can I find information on what the average cost should be per square foot to build out a raw space? I have a situation where the slab, deck, exterior walls/door/windows, rooftop units, and main sewer lines are completed and in place, but that’s about it. Since I’m not sure of the exact costs, I need something to help me weigh the general contractor’s (GC) proposal.
  5. I am currently looking to gain academic certification in facilities management. Michigan State University no longer offers a program, and I am not aware of any other colleges that do. Could you please tell me where to obtain as much knowledge as possible?
  6. What does the cost breakdown/structure of total facility management (the tactical management of operational facility contracts) look like? What are the main cost drivers (in %)?

Space Planning/Interiors| Building Envelope/Exteriors | Technology | Professional Dev | Security & Safety | Energy/Environment | Financial Matters | Miscellaneous

Security & Safety

  1. According to a December 2005 post featured on FacilityBlog (todaysfacilitymanager.com/facilityblog/2005/12/confined-space-guidelines-in-ansi.html), ANSI Standard Z117.1-2003 “covers confined space requirements with regard to identification and evaluation of a confined space, emergency response and rescue, permit and non-permit requirements, atmospheric testing, isolation and decontamination, lockout/tagout safeguarding procedures, personal protection equipment (PPE), and warning sign requirements.” Do you know of equivalents to this confined space standard for the European Union, Canada, Asia, or any other region of the world?
  2. In one of your past answers, you mentioned studies indicate paper towels are more hygienic than hand dryers. Could you please direct me to one?
  3. During a building emergency that requires a total evacuation, what is the best in class model for occupant accountability? How do you know who got out and who was left behind? Do you know of anyone using RFID tags on employee ID cards?
  4. Do you know of any sort of resource, organization, or group that unites emergency officials (municipal, state, and federal) with corporate facility professionals? I’m looking for forums where individuals can discuss, plan, implement, and manage local/regional evacuations, shelter-in-place, and shared facilities for emergencies.
  5. Can I have details on the following topics: business continuity plans, fire safety programs, mock drills, emergency scenario planning and training, disaster management, tenant security and life safety, risk management, EHS, critical facility management, and facility audits?

Space Planning/Interiors| Building Envelope/Exteriors | Technology | Professional Dev | Security & Safety | Energy/Environment | Financial Matters | Miscellaneous

Energy & The Environment

  1. What recommendations can you make to a facility manager (fm) in a leased office space (5,000 square feet) who wants to incorporate green business practices?
  2. I am looking for inexpensive ways to reduce our energy bill and thought of creating extra shade on our roof by covering a couple feet of the roof deck with a light, porous mesh of some sort. Theoretically, this could lower the temperature in the building and thus reduce the amount of chilling needed. Do you have any experience with this? Could you make any suggestions?
  3. Where can I find information on how to acquire a Green Building Certification?
  4. Which of the following is not an example of redundancies for mission critical facilities?
    a. A diesel generator;
    b. Storage for potable water;
    c. Storage for mechanical system make-up water; or
    d. All of the above.
  5. Where can I find information (including anticipated savings) on using setback thermostats and computer controlled software for heating and a/c?
  6. I need help specifying a high SEER roof mounted commercial HVAC system of 25 tons cap. Dual stage compressor, make up air, and energy management systems should be built in. Do you have any suggestions?
  7. I would like to create a proactive water conservation program for our office, but I don’t know where to start. What advice can you give me on various ways and means of conserving water for the facility?
  8. In order to reduce our energy consumption, I have proposed installing passive infrared occupancy sensors (PIR) in places such as restrooms, conference rooms, and some offices. I calculated the return on investment (ROI) to be less than one year. The response to my proposal was instead to place labels at light switches asking everyone to turn off the lights when leaving the room. Is there any evidence that I can use to show that this suggested method will not work effectively? Can I depend on employees turning off lights simply by being asked? More important, is there any study to support the use of PIR sensors?

Space Planning/Interiors| Building Envelope/Exteriors | Technology | Professional Dev | Security & Safety | Energy/Environment | Financial Matters | Miscellaneous

Financial Matters

  1. The Facilities Management Division for the City of Columbus, OH, is seeking data on operational costs per square foot in office buildings. How would we determine operational costs that incorporate custodial, trades, energy, etc.?
  2. Our company would like to consider the option of managing its sites (offices/branches) worldwide through one global FM organization. Can you recommend several global FM organizations that will take part in a bid we’ll initiate? How long will it take to initiate a bid? How do we consolidate the required service level agreements (SLA)?
  3. Where can I find positive information concerning a well trained, appropriately paid, and right sized facilities management department? If I don’t overpay and I’m not over staffed, can I still expect big savings? What are some of the best practices that balance in-house/out tasked models, and who is working with them?
  4. Does property holding (for all assets, not just buildings) tie up capital? Is renting or leasing a better solution?
  5. I am involved in accessing funding for an extremely expensive new facility and need to establish a budget figure for the security system. Where do I start?
  6. What requirements are there for buildings, managers, and owners with regard to the Federal Trade Commission’s Fair and Accurate Credit Transactions Act of 2003 (FACTA)?
  7. Can you suggest to me a system or product for managing property tax payments for a large number of facilities? I manage 300+ buildings in every state and keeping track of the payments to multiple taxing jurisdictions and lessee reimbursement is overwhelming.

Space Planning/Interiors| Building Envelope/Exteriors | Technology | Professional Dev | Security & Safety | Energy/Environment | Financial Matters | Miscellaneous

Miscellaneous

  1. What resources are there for the creation of a facilities maintenance manual, including consultants who can do this for us?
  2. I want to create a complaint form for the staff in my office. What are the requirements?
  3. How do I find a firm that can write a manual for a facility that is just finishing a major retrofit and upgrade?
  4. I am trying to track down facilities benchmarks. Because you have expertise in commercial real estate and facilities issues, I was wondering if you would know of a source/organization that might keep this information.
  5. We frequently experience UPS tripping, which results in data loss and damage to our systems. What precautionary measures could help me overcome this problem? All our systems (except photocopiers, printers, and other motorized equipment) are on UPS.