FCMAT UPDATE Facilities Management

1
FCMAT UPDATE Facilities Management

• March 9, 2005

2
Overall Improvement

• Review Score
• Sept 2003 2
• March 2004 3
• Sept 2004 4
• Jan 2005 self rating 6

3
AccomplishmentsBuildings Grounds

• Staff continues to improve outside lighting by
  replacing and adding lighting to our campuses.
  Improvements have been completed at the following
  campuses
• Castlemont breezeways
• Adult Ed (Social Justice) exterior lighting
• M.L.King parking lot and breezeway lighting
• Hoover perimeter lighting
• Elmhurst courtyard lighting
• Graffiti removal is our No.1 concern. Seven
  painters are dedicated to daily removal
  throughout the districts campuses. Facilities
  is working with the All City Student Council
  and campus based student groups to help with
  preventive measures. The Board has adopted
  Administrative Regulation AR 3515 Campus Security
  and Board Policy BP 5131.5 Vandalism, Theft and
  Graffiti. Board policy allows for restitution of
  damages to be collected from a student or parent
  up to the limits allowable by Ed Code.
• All campuses have been evaluated for structural
  deficiencies as part of the Facilities Master
  Plan. Repairs are being prioritized by type of
  repair and severity. Senate Bill 550 requires all
  facilities to be inspected each year and findings
  summarized on the districts (SARC) School
  Accountability Report Card each year. Senate
  Bill 6 establishes guidelines for annual
  inspections of all school facilities.

4
Accomplishments (cont)

• Safety meetings are held monthly, licenses and
  certification are maintain current through
  internal and external training, e.g. IIPP, AHERA,
  chemical usages, UST operator.
• The current master plan will be used to guide us
  in the development of our five (5) year
  maintenance plan.
• Deferred Maintenance plan is current and projects
  are managed accordingly.
• For Fiscal year 2005-2006 utility costs are to be
  incorporated into the Buildings and Grounds
  Budget. Facilities is recommending the hiring of
  a utility manager and or the hiring of SPURR to
  track utility usage for trends, billing errors
  and training of school staff on energy
  conservation.
• All operations are held accountable for
  purchasing and allocating tools and supplies used
  and maintain our facilities. Purchasing records
  are kept for all materials and coded to each site
  accordingly. Labor hours are charged to each
  site through our work order system. Current work
  order system tracks labor and material costs
  associated with each repair.
• Evaluations are conducted annually in accordance
  with Board Policy 4200 and collective bargaining
  agreement.
• A Grounds schedule has been developed implemented
  and communicated to site staff to assure each
  site receives service on a regular basis.

5
Accomplishment (cont)

• All work orders are assigned by priority in
  accordance with approved guidelines.
• Priority level 1, Emergencies repaired within 48
  hours
• Priority level 2, Health and Safety within 1-10
  business days
• Priority level 3, General repairs non safety
  related 10-60 days
• Priority level 4, Improvement requests, scheduled
  on a case by case basis as agreed with site

6
Accomplishments Facilities Department

• The original scope of the Facilities Master Plan
  update is in final draft form and currently being
  reviewed before presenting to the Board. This
  first phase of the update includes the following
  major components
• Facilities survey condition and site analysis and
  interpretation for all school sites
• Surveys include sites visits and gathering of
  assessment information form all school sites via
  an extensive questionnaire.
• Updated site diagrams for all district sites
• Review and analysis of facilities feasibility of
  implementing multiple small schools on 34 school
  sites
• In order to more thoroughly address FCMAT
  standards and department goals the master
  planning scope of services was expanded. This
  phase II scope thats underway includes the
  following key components
• A team of civil, mechanical, plumbing, electrical
  engineers and a roofing consultant are in the
  process of visiting all school sites to determine
  the status of each sites infrastructure and make
  recommendations concerning future needs

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Accomplishments (cont)

• Recommendations will include life cycle analyses
  of building systems including present and future
  cost estimates for completing the recommended
  repairs and replacements over a five year period.
• Finally, a matrix is being developed that will
  capture all site facilities needs district wide
  and allow for the prioritization of future
  repairs and improvements based on agreed upon
  priorities.
• The district established a Facilities Utilization
  Committee which applies district school loading
  standards to all sites and identifies excess
  space on an annual basis. All requests for space
  from inside departments are routed through this
  committee which makes recommendations to the
  Board/State Administrator concerning the
  utilization of excess space throughout the
  district.
• The Facilities Utilization Committee works in
  conjunction with the larger Site Intervention
  Team. This team handles all programs including
  but not limited to, Small Schools, Internal and
  External Charters, and No Child Left Behind
  interventions.
• Annual capital improvement budgets are developed
  on a project by project basis which link cash
  balances to budgets. Each year the budget
  includes a cash flow of revenue and expenditure
  for a three year period.
• Facilities Advisory Committee meetings were
  reestablished in September 2004 and are scheduled
  on a regular basis.

8
AccomplishmentsCustodial Services

• Expansion of the Team Cleaning Pilot Program. We
  have grown past the original four school sites of
  Markham, Maxwell Park, Whittier and Parker. Our
  expansion includes the Castlemont
• Community of Schools, as well as, a second
  roving team that serves the students and staff at
  Cole Middle, M. L. King and Washington.
•  
• Distribution of new cleaning equipment with
  necessary training component to insure maximum
  efficiency.
•  
• Research of fair market and district cost
  regarding community of district facilities under
  the Civic Center Act.
•  
• Custodial staff will be evaluated by site
  administrators with assistance from Custodial
• Services Field Supervisors and/or Director.
•  
• Increased site inspection and documentation by
  Field Supervisors. Supervisors are reviewing
• inspection information with site administrators
  and custodial personnel. Site administrators
• signatures are required on inspection forms.
• Raised expectation and performance by custodial
  staff regarding restroom inspections
• and cleanliness. Site custodians are submitting
  restrooms forms weekly. Custodians eligible for
  modified duty have been assisting with restroom
  monitoring at the high school level.
•  

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FCMAT Standards Update, January 2005

• Jan Sept March Sept Jan
• Standard to be addressed 2000 2003 2004 2004 2
  005
• Rating Rating Rating Rating Rating
• 1.7 Outside lighting is properly placed and
  monitored
• on a regular basis to ensure the
  operability/adequacy
• of such lighting to ensure safety while
  activities are
• in progress in the evening hours. Outside
  lighting
• should provide sufficient illumination to allow
  for 0 2 3 4 6
• the safe passage of students and the public
  during
• after-hours activities. Lighting should also
  provide
• security personnel with sufficient illumination
  to
• observe any illegal activities on campus.
• 1.8 The district has a graffiti and vandalism
  abatement plan.
• The district should have a written graffiti and
  abatement
• plan that is followed by all district employees.
  The district 3 1 1 1 3
• provides district employees with sufficient
  resources to meet
• the requirements of the abatement plan.

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• Jan Sept March Sept Jan
• Standard to be addressed 2000 2003 2004 2004 2
  005
• Rating Rating Rating Rating Rating
• 1.14 Sanitary, neat and clean conditions of the
  school premises
• exist and the premises are free from conditions
  that would 1 1 4 5 7
• create a fire hazard. CCR Title 5 633
• 1.16 Appropriate fire extinguishers exist in each
  building and
• current inspection information is available.
  5 4 4 4 5
• CCR Title 8 1922(a)
• 1.24 The district conducts periodic safety
  training for employees.
• District employees should receive periodic
  training on the 2 3 3 5 6
• safety procedures of the district.
• 2.1 The district should have a long-range school
  facilities master plan. 4 2 3 4 6

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• Jan Sept March Sept Jan
• Standard to be addressed 2000 2003 2004 2004 2
  005
• Rating Rating Rating Rating Rating
• 2.17 The district has established and utilizes an
  organized
• methodology of prioritizing and scheduling
  projects. New 1 3 3 5
• (Added since the 2000 report.)
• 2.18 The district should distribute facility
  funding in an
• equitable manner to all communities served and
  to all New 1 3 3 5
• school levels. (Added since the 2000 report.)
• 3.10 The district maintains a plan for the
  maintenance and 1 1 3 4 6
• modernization of its facilities. EC 17366
• 3.12 The district actively manages the deferred
  maintenance
• projects. The district should review the
  five-year deferred
• maintenance plan annually to remove any
  completed projects 1 1 5 6 7
• and include any newly eligible projects. The
  district should

12

• Jan Sept March Sept Jan
• Standard to be addressed 2000 2003 2004 2004 2
  005
• Rating Rating Rating Rating Rating
• 8.3 The district should create and maintain a
  system to
• track utility costs and consumption and to
  report on New 0 2 2 3
• the success of the districts energy program.
• (Added since the 2000 report.)
• 8.5 Adequate maintenance records and reports are
  kept,
• including a complete inventory of supplies,
  materials,
• tools and equipment. All employees required to
  perform
• maintenance on school sites should be provided
  with 2 1 3 4 5
• adequate supplies, equipment and training to
  perform
• maintenance tasks in a timely and professional
  manner.
• Included in the training is how to inventory
  supplies and
• equipment and when to order or replenish them.
• 8.6a Procedures are in place for evaluating the
  work quality of

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• Jan Sept March Sept Jan
• Standard to be addressed 2000 2003 2004 2004 2
  005
• Rating Rating Rating Rating Rating
• 8.6b Procedures are in place for evaluating the
  work
• quality of maintenance and operations staff. The
• quality of the work performed by the
  maintenance and 2 0 3 3 5
• operations staff should be evaluated on a
  regular basis
• using a board-adopted procedure that delineates
  the areas
• of evaluation and the types of work to be
  evaluated.
• 8.8 The district has an effective preventive
  maintenance program.
• The district should have a written preventive
  maintenance
• program that is scheduled and followed by the
  maintenance 1 1 1 1 2
• staff. This program should include verification
  of the
• completion of work by the supervisor of the
  maintenance staff.
• 8.9/ Toilet facilities are adequate and
  maintained. All buildings
• 8.10 and grounds are maintained.CCR Title 5
  631 1 1 2 4 6

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• Jan Sept March Sept Jan
• Standard to be addressed 2000 2003 2004 2004 2
  005
• Rating Rating Rating Rating Rating
• 8.12 The district has a documented process for
  assigning
• routine repair work orders on a priority
  basis. New 1 4 5 6
• (Added since the 2000 report.)
• 9.6 The district has developed and maintains a
  plan to ensure
• equality and equity of its facilities throughout
  the district. 1 2 3 3
  5
• EC 35294
• 10.2 Education Code Section 38130 establishes
  terms and
• condition of school facility use by community
  organizations,
• in the process requiring establishment of both
  direct cost 5 3 3 3 6
• and fair market rental rates, specifying what
  groups have
• which priorities and fee schedules.
• 11.3 The district should provide clear and
  comprehensive 0 2 3 5 7
• communication to staff of its standards and
  plans.