FY 2017 Comprehensive Maintenance Plan for Educational Facilities Prepared by the FCPS Division of Operations THE BOARD OF EDUCATION OF FREDERICK COUNTY BRAD W. YOUNG, PRESIDENT LIZ BARRETT, VICE PRESIDENT ZAKIR BENGALI, BOARD MEMBER COLLEEN CUSIMANO, BOARD MEMBER KATHRYN B. GROTH, BOARD MEMBER APRIL FLEMING MILLER, BOARD MEMBER JOY SCHAEFER, BOARD MEMBER CARTER GIPSON, STUDENT MEMBER DR. THERESA R. ALBAN, SUPERINTENDENT DIVISION OF OPERATIONS RAYMOND V. BARNES, CHIEF OPERATING OFFICER ROBERT WILKINSON, DIRECTOR OF MAINTENANCE AND OPERATIONS THE BOARD OF EDUCATION OF FREDERICK COUNTY DOES NOT DISCRIMINATE IN ADMISSIONS, ACCESS, TREATMENT OR EMPLOYMENT IN ITS PROGRAMS AND ACTIVITIES ON THE BASIS OF RACE, COLOR, GENDER, AGE, NATIONAL ORIGIN, RELIGION, SEXUAL ORIENTATION OR DISABILITY TABLE OF CONTENTS Executive Summary ....................................................................................................................................... 1 Accomplishments ...................................................................................................................................... 2 Initiatives ................................................................................................................................................... 4 Challenges ................................................................................................................................................. 6 Maintenance and Operations Department Overview .................................................................................. 9 Organizational Structure ........................................................................................................................... 9 Building Maintenance Branch ............................................................................................................... 9 Maintenance Projects and Grounds Branch ....................................................................................... 10 Custodial Services Branch ................................................................................................................... 10 Environmental Health & Safety Branch .............................................................................................. 11 Energy and Solid Waste Management Branch ................................................................................... 11 Staffing .................................................................................................................................................... 11 Funding ................................................................................................................................................... 12 Maintenance Program ................................................................................................................................ 13 Overview ................................................................................................................................................. 13 Workflow Management .......................................................................................................................... 14 Maintenance Strategy ............................................................................................................................. 16 Planned Maintenance ......................................................................................................................... 17 Unplanned Maintenance .................................................................................................................... 21 Renovation and Upgrade .................................................................................................................... 22 Deferred Maintenance ........................................................................................................................ 23 Quality Assurance ............................................................................................................................... 24 Inter-Divisional Integration ......................................................................................................................... 25 Glossary of Acronyms ................................................................................................................................. 28 Appendices .................................................................................................................................................. 29 Appendix A - Exercise Scenario (Professional Development Exercise) ................................................... 30 Appendix B - FCPS Facilities Inventory .................................................................................................... 33 Appendix C - FCPS School Maps .............................................................................................................. 41 Comprehensive Maintenance Plan for Educational Facilities FY 2017 EXECUTIVE SUMMARY Per the Code of Maryland Regulations, each local board of education must annually submit a comprehensive maintenance plan to the State of Maryland’s Interagency Committee on School Construction. The comprehensive maintenance plan must describe the board’s strategy for maintaining its public school facilities, and the plan must also be compatible with the board’s educational facilities master plan and capital improvement program. Compatibility between these plans and programs generally derives from the programmatic transfer of information regarding building systems’ age, condition, and performance that allow for the strategic prioritization and selection of capital projects. The Frederick County Public Schools (FCPS) Division of Operations administers these plans and programs on behalf of the Board of Education (BOE). Within the Division of Operations, the Maintenance and Operations Department administers the Comprehensive Maintenance Plan, while the Facilities Planning Department administers the Educational Facilities Master Plan, inclusive of the Capital Improvement Plan. As shown below, this Comprehensive Maintenance Plan documents the department’s strategic plan for: 1) responding to the BOE’s aspirations, 2) ensuring regulatory compliance, 3) adapting to evolving standards and technology within the facility management industry, and 4) providing all stakeholders with quantifiable performance outcomes. In the end, the Maintenance and Operations Department endeavors to support the BOE’s aspirational goals by sustaining the optimal learning environment, providing amenities and services that foster public involvement and community engagement, and developing and safeguarding an effective workforce. 1 Comprehensive Maintenance Plan for Educational Facilities FY 2017 Accomplishments Training Evaluation - This year we fully instituted a process to evaluate our professional development training based on Kirkpatrick’s four-level model of assessment (i.e., reaction, learning, behavior, and results). After each training session, each trainee receives an email directing them to a cloud-based, Google Docs survey with three rating criteria [i.e., (1) training was enjoyable; (2) training provided knowledge that I can apply to my job; and (3) training motivated me to improve my skills, and provided direction on how to improve my skills] and one question (i.e., what one thing will you change as a result of this training?). Maintenance Training - Since we commenced the training evaluation Training Provided process, we have hosted fourteen training Training Was Applicable Training Enjoyable Knowledge Motivated Me sessions, including: International Facility Strongly agree 40% 41% 26% 88% 89% 73% Management Association facility Agree 48% 48% 47% management professional certification, Neither agree or disagree 9% 10% 23% Disagree 3% 1% 4% winter weather preparation, peer group Strongly disagree 0% 0% 0% training, electrical safety, refrigeration, a 100% 100% 100% discussion on Title I challenges with the Executive Director of Accelerating Achievement and Equity, and a discussion on championing success for students with the Deputy Superintendent. On average, 88% of attendees found the training enjoyable, 89% derived applicable knowledge, and 73% were motivated. Custodial Training - Since commencing training evaluation, we have hosted Training Provided fifteen training sessions, including: how to Training Was Applicable Training Enjoyable Knowledge Motivated Me advance within FCPS, leadership Strongly agree 43% 48% 45% 86% 95% 88% communication, snow removal best Agree 43% 47% 43% Neither agree or disagree 10% 5% 11% practices, effective summer cleaning, Disagree 4% < 1% 1% carpet and tile floor care, wood floor care, Strongly disagree < 1% < 1% < 1% and custodial inspection preparation. On 100% 100% 100% average, 86% of attendees found the training enjoyable, 95% derived applicable knowledge, and 88% were motivated. Customer Service – The department took purposeful action in FY 2016 to enhance customer service. First, the department commenced its “Close the Loop” initiative to prompt effective communication with our customers. This is in recognition of the fact that poor communication most often precipitates the perception of inadequate customer service. As such, we encourage our technicians to keep school staff apprised of their efforts. They must exercise sound judgement to determine the proper level of communication; this may include announcing their arrival on site to address a concern, informing staff that a repair