Auxiliary Services Division

1



Charlotte Mecklenburg Schools

Auxiliary Services Division


Philip A. Berman

Executive Director for Building Services

Charlotte Mecklenburg Schools

2011 National Conference on Education

February 17
–

19, Denver, CO

www. AASA.org/NCE

2

Presentation Overview

Objectives:


•
Present the Business Case for integrating and aligning Indoor Air Quality
(IAQ) and Environmental Stewardship into Pre K
-
12 Facilites Management


•
Communicate how World Class Models for Performance Excellence with
IAQ Best Management Practices (BMP) can overcome resource limitations


Presentation Segments:


•
CMS district profile with Maintenance and Operations Business and Finance
Measures


•
Example of how CMS Building Services Mission and Vision Aligns with IAQ


•
Examples of
IAQ

BMPs

at CMS


•
CMS Auxiliary Services Performance Excellence

–
Continuous Improvement Plans

–
Baldrige

–
ISO 9001 Quality Management System

–
ISO 14001 Environmental Management System

–
OSHAS 18001 Health and Safety Standard (future)


3

•
Charlotte

Raleigh

Charlotte Mecklenburg Schools

4

1852

Loose affiliation of County Schools


1882

Charlotte Public Schools Established

1944

14 County School Districts Consolidated

1954

Brown v. Board of Education of Topeka

1960

County and City Districts Merge

1965

Swann v. Board of Education


1970

Supreme Court Ordered Busing

2001

Cappachione v. Board of Education

2005 Citizen’s Task Force on CMS Initiated

2006

Business Units Commence Review of Best

Practices, Key Performance Indicators, and

Benchmarks


CMS History

5

•
±
140,000 Pre
-
K
–

12

•
51% FRL

•
178 Schools

•
40 Magnet Schools

•
No Taxing Authority

•
“At Will” State

•
FY2010 Budget $1,233,565,489

•
County & 7 Municipalities

•
21,177,855 sf buildings (649) and
Mobiles (1241)

•
4,892 Acres of school/district grounds



CMS District Profile

6

STATE

56%

LOCAL

28%

FEDERAL

16%

REVENUE SOURCES

CMS Budget Revenue Source

7

MAINTENANCE AND OPERATIONS INFORMATION

Cost per square foot budgeted for Maintenance and Operations

Basis: 21
,177,855

square feet




Description

$ Budgeted

$/s.f.

Utilities

$24,502,763

$1.16

Mobile Classrooms

$3,477,119

$0.16

Support Services

$1,155,989

$0.05

Custodial Services

$30,448,328

$
1.44

Maintenance Services

$26,394,548

$1.25

Total

$85,978,747

$4.06

Building Services 2010
–

2011 Adopted Budget


Maintenance and Operations Portion of 2010
–

2011 Adopted Budget

Description

$ Budgeted

$/s.f.

Utilities

$24,502,763

$1.16

Mobile Classrooms (A)

$277,119

$0.01

Support Services

$
1,155,989

$0.05

Custodial Services

$30,488,328

$1.44

Maintenance Services

$21,394,548

$1.01

Total

$77,778,747

$
3.67

CMS Maintenance & Operations

$
77,501,628

$
3.66/
sq.ft
.

NOTE 1:
(A) Mobile Classrooms budget amount excludes $3,000,000 (Mobile Units) and
$200,000

(Lease) approved for the

2010
-
2011 Fiscal Year.


NOTE 1:
(B) Maintenance budget amount excludes $5,000,000 approved for the 2010
-
11 Fiscal Year. The budget includes
$582,736 in debt service payment for Energy Performance Contract. The portion of the remaining non
-
mobile
related Building Services Budget that reflects operations (Utilities, Support Services, Maintenance, and Custodial
is $3.66



CMS Maintenance & Operations Budget

x 100 =
$ 77,501,628_

x 100 = 6%



Total School System Budget


$1,233,565,489


8

Principles for
K
-
12 Facilities Management Excellence


Customer Expectations






Mission

To provide excellent educational facilities for all stakeholders

that are
safe, clean, well maintained, and environmentally secure.






Vision:

To be the premier facilities management organization
in the K
-
12 environment



Our Organization:


Our Organization will be customer focused, process oriented, and
data driven

We will strive for Continuous Quality Improvement

Effective communication is essential

We must make use of Technology

Team and Individual accountability

Building Services

9

•
Operations & Maintenance Services

o
Operation & Emergency Response

o
Routine Maintenance

o
Capital Services & Facilities Planning Support

o
Planned Preventive Maintenance

o
Special Projects, small renovations, MCR

o
Insurance Optimization

o
Warranty Administration

o
Environmental Management System & Energy Mgt

o
Safety

o
Custodial Services

o
Property Management; Quality; Customer Service

o
Insurance Claims Processing

•
Support Services

o
Budget Development and Management Services

o
Purchasing & Contract Administration

o
Accounts Payable & P
–

Card Administration

o
Payroll

o
Technology Support





Building Services Key Business Operations

10

Unique Business Models

Customer Driven Focus

•
Property Management serves as
Representatives
for School
Principals (tenants),
and Building Services (the owner)
using
Commercial
3rd party
Property Management
model

•
Customer Service Call Center

•
Contract Custodial Service Management option

•
Indoor Air Quality National Leadership

•
Successful Special Response Process

•
Seamless Capital Service Management

11

Principles for
K
-
12 Facilities Management Excellence



Best Practices to Manage Risk


•
Executive Leadership is engaged in Facilities risk issues with
commitment to assemble and sustain a team with necessary skill
sets


•
Processes, procedures, expectations, and supporting metrics


•
Rapid mobilization capabilities


2 hr./24 hr. response data dashboard deliverables


Trained CMS “SMART” Team (Special Maintenance Response
Team)


Take home vehicle policy


Blackberry cell phone technology


GPS


•
Planned outreach strategies for M/O Leadership to engage school
staff and the public and the public in dialog to build trust

Studies

indicate

indoor air quality (IAQ) has the potential
to assist

or impede the education process.



CMS supports good IAQ through:


•
Proactive Inspections

•
Priority
IAQ

Response

•
Documented Surveys

•
Aggressive HVAC Cleaning

•
Low VOC Materials Selection

•
Integrated Pest Management

•
Green Cleaning

•
Anti
-
Idling Program

•
ULSD

Bus Fuels/GPS

•
Tools For Schools



INDOOR AIR QUALITY

13

SchoolDude University Brian Kasher © 2009

USEPA NATIONAL MODEL OF
SUSTAINED EXCELLENCE &
NATIONAL MENTOR OF THE YEAR

ASTHMA EDUCATION PROGRAM

Asthma is the number 1 chronic disease among students in CMS. Over
6,500 students have been diagnosed with asthma. Asthma also is the
number one reason for school absence for children with chronic
diseases nationally.


On average there can be between 1
-
3 asthmatic
students or teachers

expected in every classroom.

Informative Guides

Videos

Problem Solving Wheel

USEPA TOOLS FOR SCHOOLS PROGRAM

INADEQUATE VENTILATION

SPECIAL MAINTENANCE ASSIGNMENT RESPONSE TEAM

•
In
-
house critical response beyond routine
custodial and maintenance capability


•
Cross departmental response team


•
24 / 7 / 365 facility support


•
Asbestos O&M, mold and HAZCOM trained


•
Medically cleared to don respirators


•
Small
-
scale short
-
duration project focus



•
Temporary containment of large scale
projects pending outsource


•
Written response protocols


•
3 signature project completion verification



GREEN CLEANING

Cleaning to protect health without harming the
environment. Green cleaning programs go beyond
chemical and equipment considerations and may include
policies, procedures, training and “shared” responsibility.

•
Reduced chemical types from 12 to 4

•
Eliminated caustic emulsifier 17,200 gallons

•
Conversion to HEPA Vacuums

•
Conversion to battery operated
burnishers

•
1.2 Million gallons green cleaners annually

•
Aggressive internal inspection program



INTEGRATED PEST MANAGEMENT (IPM)

Comprehensive approach to pest
management combining biological,
physical, chemical, and cultural
tactics to prevent and solve pest
problems.

The emphasis of IPM
is

prevention.



Reduces chemical load on buildings and
their occupants

PREVENTIVE/PREDICTIVE MAINTENANCE

•
Thermal Graphic Imaging

•
Ventilation & HVAC Cleaning

•
Exhaust Fan Updates w/DDC

•
Quarterly HVAC Filter Changes

•
Building Envelope Updates

•
Roofing Maintenance

•
Electrical System Updates

CMS maintenance shops, custodial services and engineering participate
in the O&M program including: paint, grounds, carpentry, roofing, sheet
metal, plumbing, electrical and HVAC

CLASSROOM AIR DELIVERY SYSTEMS

Squirrel Cage Fan

Coil System

Cleaning HVAC systems increases efficiency, reduces
energy consumption and improves air quality

PLAYGROUNDS

CMS Maintains 248 Public Playgrounds at 118 Schools


•
>1000 ASEP inspections plus annual audit


•
ASTM/CPSC Public Playground Guidelines


•
Recycled Pallets for Kid Cushion


•
Recycled Plastic Components


•
338 playground work requests entered
during 2009
-
2010 school year, a reduction
of 183 work requests over 2008
-
2009

•
Removed or Sealed CCA Treated Woods

•
ISO 9001 Quality Management Process

•
CCA 22% Arsenic by Weight

•
Used through 2003

•
Play areas, walk ways, decking

•
Bleachers, dug outs

•
Remove or seal every 2 years

•
Cover or remove soils

•
Carcinogen

•
CMS has aggressively removed CCA
treated woods from playgrounds

CCA TREATED WOODS


The Surgeon General has
determined Radon to be the number
two (2) cause of Lung Cancer in the
US second only to cigarettes.



Schools may be a significant source
of radon exposure for children and
staff according to the United States
Environmental Protection Agency
(USEPA).


•
Carcinogen


•
CMS tested 76 random sites with
no tests at or near 4 Pico curries
limit of concern
(2.4 max)

Radon Mapping Available through USEPA Radon Program

RADON

CMS CHEMICAL HYGIENE PLAN

•
Outlines information which protects those working in school
laboratories from health hazards associated chemicals


•
Details processes and precautions to minimize chemical exposure


•
Establishes chain of command to handle specific safety
responsibilities within CMS and specific school sites


•
Protects the environment from contamination with hazardous
chemicals utilized in the school laboratory.


•
Ensures appropriate management of chemicals in CMS.

HAZARD COMMUNICATION

Material Safety Data Sheets (MSDS) for ~480
chemicals used by Building Services supporting
facilities available for download

though CMS
MSDS on
-
line library. Additional departments
initiating participation.


MSDS CONTENTS

Section 1. Product Identity

Section 2. Hazardous Ingredients and Exposure Limits
Section 3. Chemical Characteristics

Section 4. Fire and Explosion Information

Section 5. Reactivity

Section 6. Health Effects

Section 7. Handling and Storing Instructions

Section 8. Control Measures

CMS PERFORMANCE EXCELLENCE MODEL


Continuous Improvement Plans
Establish Business Focus



ISO 9001:2008 Quality
Management System



ISO 14001:2004 Environmental
Management System



OSHAS 18001 Safety
Management System



Baldrige

Performance
Excellence Criteria

ISO

14001

ISO 9001

OSHAS

18001

Baldrige

Continuous Improvement Plans

28

•
Business Improvement Plans for Maintenance,
Custodial Services, Support Services, Energy,
Property Management , Environmental Health and
Safety, Mobiles

•
Identify Industry Best Practices, KPIs and
Benchmarks

•
Consultants Evaluate Staffing, Organization, and
Process

•
Assess Relative Performance

•
Implement Organizational Change

•
Implement Improvement Strategies

•
Measure

•
Customer Focus and Performance Surveys


Development of Continuous Improvement Plans

29

Performance Management

Building Services

2010
–

2011 High Level Goals


Changing Building Services safety culture to one that accepts the premise that
“all injuries” and occupational illness are preventable
”.



Develop and implement School Consolidation Strategies



Identifying Key Performance Indicators (KPIs) and establishing goals, measures,
and strategies for continuous improvement of CMS Building Services and
reporting such through the Auxiliary Services Continuous Improvement Plan



Continuous Improvement Quality Management and Efficiency Initiatives

•
ISO
–

9001 Certification

•
GPS to achieve maintenance efficiency and productivity improvements (> 10%)

•
Biometric Time and Attendance System

•
Mandatory attendance management program

•
Customer Services standards and training for custodial services

•
Revised Facility Assessment Process



Lead district wide Environmental Management System (EMS) following the
Federal Government ISO
–

14001 approach and implement CMS Strategic Energy
plan as cornerstone of EMS



Improve process for quality management for mechanical systems of new or
renovated construction.

30

•
1998

Building Services Reorganization

•
2002

CMS Implements “Tools for Schools”

•
2004

CMS Receives “Tools for Schools” Excellence Award

•
2004

ISO 9001 “Gap Analysis”

•
2006

Development of Continuous Improvement Plans

•
2006

Building Services Receives Baldrige NCAfE Level II

•
2007

Building Services Receives ASBO Facilities Master Award

•
2007

CMS Receives “Tools for Schools” Sustained Excellence Award

•
2008

Facility Departments Commence Development of ISO 9001 QMS

•
2008

CMS Enters into ESI Partnership with NCDENR

•
2009

CMS Receives EPA National Mentor of the Year Award

•
2009

CMS Named as Public Corporation of the Year for Minority Business

Participation

•
2010

Facility Departments Attain ISO 9001 Certification

•
2010

Other Auxiliary Services Departments Commence ISO 9001 Process

•
2010

EMS Recognized by DENR as Meeting ISO 14001 Requirements

•
2011

Auxiliary Services Receives NCAfE Levels I and II

•
2012

Auxiliary Services ISO 9001 Certified

•
2012

OHS Management System OSHAS 18001 Certified

•
2013

Auxiliary Services Receives NCAfE Levels III and IV


Road to Excellence

31

Malcolm Baldrige

1922
-
1987

Background

The Baldrige National Quality Program and the
associated Award were established by the Malcolm
Baldrige National Quality Improvement Act of 1987
(Public Law 100
-
107). The Program and Award were
named for Malcolm Baldrige, who served as United
States Secretary of Commerce during the Reagan
administration, from 1981 until Baldrige’s untimely
death1987 in a rodeo accident.


Administration

•
Only formal presidential level recognition for
performance excellence of both public and private U.S.
organizations

•
Administered by Baldrige National Quality Program

•
Managed by U.S. Department of Commerce, National
Institute of Standards, and Technology

•
As of 2009, 84 organizations had received the Award

Main Uses

Education and Organizational self
–

assessment and
self improvement


“ The economic
liberty and strong
competition that are
indispensable to
economic progress
were principles that
“Mac” Baldrige
stressed…”


Ronald Reagan

32

33

•
International Organization for
Standardization (ISO)

•
Quality Management System (QMS)

•
Customer Satisfaction

•
Globally Recognized Standard

•
Say What You Do

•
Do What You Say

ISO 9001 Quality Management System

34

Improving readership


Each Process will include:

•
Objective & Scope

•
Responsibility

•
Documentation

•
Equipment

•
Procedure

•
Process Overview

•
Process Charts

The Overview Process
will show the relationship
with other processes

Each Process will show
the steps taken from
beginning to

end

process

including any decision
made

ISO 9001 Typical Process

35

•
Globally Recognized EMS Requirements

•
A positive Effect on Environmental Compliance
and Performance

•
Improved Environmental Awareness,
Involvement and Competency

•
Better Internal and External Communication

•
Improved Efficiency, Reduced Costs, Greater
Consistency

•
Better Relationships with Regulators



Final Report of the US EPA Environmental Management System Pilot Program for Local
Government Entities
–

USEPA 2000


ISO 14001

Environmental Management Standard

ISO 14001 17 ELEMENTS

4.2
Environmental Policy

4.3
Planning

4.3.1 Environmental Aspects

4.3.2 Legal & Other Requirements

4.3.3 Objectives & Targets

4.3.4 Environmental Mgt Programs

4.4
Implementation & Operation

4.4.1 Structure and Responsibility

4.4.2 Training, Awareness & Competence

4.4.3 Communication

4.4.4 EMS Documentation

4.4.5 Document Control

4.4.6 Operational Control

4.4.7 Emergency Preparedness & Response

4.6
Management Review

4.5
Checking & Corrective Action

4.5.1 Monitoring & Measurement

4.5.2 Nonconformance, Corrective


& Preventive Action

4.5.3 Records

4.5.4 EMS Audit

37

•
Globally Recognized OSH Management
Requirements

•
Parallels ISO 9001 and ISO 14001

•
Promotes Reduced Employee Health and Safety
Risks

•
Greater Assurance of Conformance with
Occupational Health and Safety Procedures

•
Deployment of Continual Improvement OSH
Safety Management System


OSHAS 18001 Health and Safety Standard

OBJECTIVES

To illustrate environmental management
integration within CMS approach to performance
excellence


To characterize the CMS environmental footprint



To provide examples of CMS environmental best
management practice


•

181+
-

schools, 649 buildings

•

1241 mobile classrooms

•

21.2 million square feet occupied space

•

4,892 acres of land

•

1451 utility accounts

•

206 million kilowatt hours electric

•

3.9 million therms natural gas

•

256 million gallons potable water

•

2.7 million gallons of diesel

•

290 thousand gallons of gasoline

•

22.1 million miles yellow bus fleet

•

23.5 million meals served

•

20 million pounds of solid waste

•

12 percent recycled solid waste stream

CMS ENVIRONMENTAL FOOTPRINT

The

Board

of

Education

believes

that

Charlotte

Mecklenburg

Schools

must

be

an

effective

steward

of

our

natural

resources
.

The

Board

hereby

commits

that

the

district

will

continue

and

strengthen

its

efforts

to

operate

in

a

manner

that

protects

and

conserves

our

air,

water,

and

land

resources,

improves

the

environment,

and

promotes

environmentally

sound

behavior
.

CMBOE POLICY ECF EXCERPT



Environmental Compliance



Pollution Prevention



Resource Conservation



Resource Recovery



Sustainable Development



Sustainable Purchasing



Behavioural Change

CMS STRATEGIC PLAN 2014


Objective

: Reduce utility consumption 20%, solid


wastes 5%and pollutants 20%


Key Strategy
: Engage all stakeholders in conservation of


resources



Tactics
:

12 tactics aligned into 7 teams




TACTIC MANAGEMENT PLAN TEAMS

SCHOOL ENVIRONMENTAL PARTNERSHIP

School principals sign commitment
to environmental stewardship and
provide key staff contact info:




•

Energy coordinator


•

Recycling coordinator


•

IPM contact


•

Sustainable Purchasing


•

CSH Leader





School is then recognized as
stewardship partner and becomes
eligible for participation in the school
stewardship incentive program.

ENVIRONMENTAL STEWARDSHIP GUIDE

•
Website PDF Download


•
Hyperlink Distributed to
Principals and Key
Environmental Staff


•
Chapters on

•
Stewardship Programs

•
School Success Stories

•
Grant Opportunities

•
Community Partnerships

•
Resources

SCHOOL INCENTIVE PROGRAM

•
Measures of School Stewardship Activity

•
Recognition and Incentive Awards

•
Focus Areas

–
Energy Conservation

–
Recycling

–
EMS Training

–
PTSA

Engagement

–
Coordinated School Health

–
Student Modules


With the 2010
-
2011 school year an expanded
recycling program begins for all CMS locations!


•
Student designed recycling logo and slogan




•
12% recycled of 20 million pound waste stream


•
Additional resource reclamation includes:


•
FFE salvage program

•
Textbooks salvage

•
Computers/electronics

•
Pallets recycling

•
Capital program demo/
reno

•
Maintenance scrap metals

SINGLE STREAM RECYCLING

STUDENT TRANSPORTATION

•
Operating HYBRID school bus

•
Board vehicle idling policy

•

Daily GPS monitoring of bus idling

•
Retrofitted over 225 older buses with diesel oxidation catalysts (DOCs),
diesel particulate filters (DMFs), and repowered engines (over $1M in
various grant awards)

•
Reduction of >11,000 bus stops in the morning and afternoon

•
Carolinas Clean Air Coalition Airkeeper Award

•
Reduced daily miles traveled over 2M annually

•
Reduced operating fleet by 100 buses

•
Using biological based parts cleaner

•
Operating 4 natural gas buses




"...products or services that have a lesser or reduced
effect on

human health and the environment when
compared with competing products or services that
serve the same purpose..."

U.S. Federal Executive Order 13101


ENVIRONMENTALLY SUSTAINABLE PURCHASING


Procure
in excess of
1.2 million
gallons
of green cleaning
products
annually


Procure
in
>5400
cubic yards of
recycled playground fall
protection
material


Piloting alcohol and biological
parts
cleaners


Participate
in friends of the
farmer local produce
program


STORM WATER SW3P

CMS

voluntarily joined in the Mecklenburg
County

National Pollutant Discharge
Elimination System (NPDES) joint
permit.


The NPDES permit covers storm
water discharge directly to creeks and lakes.


CMS staff participate in:


•
Storm water training

•
Inspecting and

labeling storm water drains

•
Implementing storm water pollution prevention
plans (SW3P) including spill response

•
Manage storm water at construction sites

•
Maintain storm water BMP’s e.g. rain gardens


•
Distribute storm water information through schools

DEMOLITION PROJECT RECYCLING

Two small demolitions this summer salvaged:


•
Over 10,000 square feet of ceiling grid,

•
750 tons of ferrous and non
-
ferrous metal

•
650 tons of masonry


This effort generated a 78% reclamation rate.

CMS contractors reclaim:



•
Gypsum board

•
Glass

•
Ceiling tiles

•
Hardware

•
Cardboard


•
Doors,

•
Old machinery,

•
Asphalt,

•
Rubber and

•
Many more products.

Process all types of bulbs including CFL’s



•
11,000 fluorescent lamps recycled in
first year of program

•
Recycle virtually all components of
bulbs:

•
metal end caps

•
glass tubing

•
mercury

•
phosphor powder


•
Crusher and HEPA filtered device
sits atop of 45 gallon drum

CUSTODIAL LAMP RECYCLING PROGRAM