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
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