Coatesville Area School District Facilities and Operations ... · Ron Kabonick, Business Administrator . Joe Lubitsky, CCIU Director of Administrative Services . ... 2014-2015 Estimated

Coatesville Area School District Facilities and Operations Department Report and Recommendations Developed by the Chester County Intermediate Unit

February 2015

Rainbow Elementary School East Fallowfield Elementary School

9/10 Center Coatesville Area High School


February 2015

Introduction and Background Objective In December 2014, the Coatesville Area School District administration requested that the Chester County Intermediate Unit (CCIU) Facilities Management and Support Services staff perform a facilities condition and departmental performance audit. The CCIU was asked to develop recommendations for improvements for the school district’s maintenance, custodial, and facilities management areas of operation. The recommendations included in this report attempt to include descriptions of these operations, cost estimates based on available information, and timelines where applicable for future improvements. Project Team Members Dr. Cathy Taschner, Superintendent Ron Kabonick, Business Administrator Joe Lubitsky, CCIU Director of Administrative Services Paul Thompson, CCIU Director of Operations John Cramp, CCIU Director of Facilities Management and Support Services Steve Crockett, CCIU HVAC-Energy Management Specialist James Morgitan, Buildings and Grounds Supervisor, Technical College High School – Phoenixville Anthony Lewis, Facilities Management and Custodial Services Consultant Overview of Activities The CCIU worked closely with the CASD administration and facilities staff to find ways to improve the quality and efficiency of the operations. This included placing two experienced buildings and grounds supervisors (Anthony Lewis and James Morgitan) in the school district to assist with daily management responsibilities. The areas of emphasis included staffing structure, manpower assignments, use of outside services, energy management, planning and work distribution, and assistance with capital projects. The scope of the project required daily contact by the CCIU with all levels of school district staff. Timeline The project team reached consensus on the following timeline: January 2015: Preliminary meeting with business administrator and facilities department staff. February 2015: Meetings with facilities staff, building principals, and key internal customers.

Full integration of CCIU staff into daily operations. Buildings and Grounds audit. Review departmental operations and management structure and responsibilities, staffing procedures, collective bargaining agreement(s), performance evaluation criteria, procurement procedures, office procedures and prioritization of work orders and requests. Review budget process.

March 2015 Provide preliminary report and recommendations. School District Facilities The school district is one of the largest in Chester County and operates thirteen buildings totaling approximately 1,274,680 square feet. The buildings were constructed between 1926 and 2007; several having significant levels of renovations and improvements completed within the past decade. The individual buildings include the following:

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February 2015 Name Approx. Square ft. Original Construction Coatesville Area High School 264,000 1965 Grades 9-10 Center 196,976 1993 South Brandywine Middle School 99,366 1958 North Brandywine Middle School 99,360 1958 Scott Middle School 138,665 1938 Kings Highway Elementary School 54,651 1953 East Fallowfield Elementary School 38,864 1939 Rainbow Elementary School 115,000 2007 Caln Elementary School 61,364 1926 Friendship Elementary School 49,972 1960 Reeceville Elementary School 66,440 1990 Benner Building (Alternative Education) 54,022 1938 District Office 36,000 1980 EST. Facilities and Budget Related Factors Considered (not in order of priority)

1. Staffing changes from anticipated retirements, termination, or management position eliminations. 2. Current fiscal climate and resulting budgetary constraints faced by the school district. 3. Possible reallocation of existing staff resources to improve efficiencies. 4. Possible savings through energy management programs to offset cost of additional facilities staff. 5. Dedication of the staff to the school district and school district to the staff. 6. Impact of facilities issues on educational programs. 7. Perception of the key internal customers and stakeholders. 8. Perception of the public. 9. Impact of major capital projects – both planned and completed.

Current Facilities Department Staff (Full-Time Equivalent Staff) Facilities Manager (1) - (currently vacant) Construction Project Manager (1) – (position eliminated January 2015) HVAC and Energy Manager (1) Custodial Supervisor (1) – (currently vacant) Department Secretary (2) – (currently vacant) Custodians (60) Skilled Tradesmen (11) Grounds and Maintenance Pool (6) Total Staffing: 83 2014-2015 Estimated Salary and Benefits: $5,314,308 (plus overtime)

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February 2015

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February 2015

Discussion of Possible Options for Facilities Staff Restructuring

The project team evaluated several options available to the school district for changes to the facilities department to improve operational efficiency, individual performance, and productivity. We believe there are three realistic options for consideration. Option One: Hire district employees as (1) Director of Buildings & Grounds, (1) HVAC and Energy Management Specialist, and (1) Custodial Supervisor to fill current positions at market rates. Advantages

1. District maintains control. 2. Traditional staff structure. 3. Cost savings.

Disadvantages

1. Assumes current staff members are not retained. 2. Lack of flexibility. 3. Availability of quality candidates with school district experience. 4. Staff retention in the future and potential for staff performance issues. 5. New staff would not be familiar with current processes and procedures.

Projected Impact on Budget: Reduction of approximately $47,500.

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February 2015 Option Two: Outsource Management of Facilities and Support Services to the CCIU Continue with the shared services arrangement with the CCIU to provide facilities management to also include procurement of materials and supplies, coordination of bids, assistance with budget development, coordination of capital project planning*, and oversight of district security. Staffing includes: (1) Full-time Director of Buildings and Grounds (1) Full-time HVAC and Energy Management Specialist (1) Full-time Custodial Supervisor * does not include full-time construction management services. Advantages

1. Continuity of services and availability of additional facilities management resources at CCIU. 2. Expansion and enhancement of areas of responsibility. 3. Avoid cost and uncertainty of hiring district facilities management personnel. 4. Flexibility while maintaining traditional structure for staff and systems. 5. Facilitate future outsourcing of custodial and grounds keeping services. 6. Assistance with energy management initiatives to offset costs.

Disadvantages

1. Cultural acceptance of the change in management approach.

Projected Impact on Budget: Reduction of $ 40,000

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February 2015 Option Three: Introduce outsourcing for the facilities operation as follows:

1. Engage the CCIU for overall management of the department. 2. Engage the CCIU to oversee the HVAC and energy management systems. 3. Outsource all day and evening custodial services to ServiceMaster. 4. Outsource grounds maintenance to The Brickman Group. 5. Continue to evaluate the need for district employed tradesman based on workload,

performance, and availability of cost effective outside services. Outsourcing some of the positions and responsibilities to the CCIU, ServiceMaster, and The Brickman Group would result in higher quality service and better utilization of all available resources. Advantages

1. Significant cost savings. 2. Elimination of large PSERS cost component. 3. Elimination of significant healthcare benefit cost components. 4. Reduced exposure to Affordable Care Act penalties in the future. 5. Increased flexibility and expanded resources. 6. Better coordination of services. 7. Energy management initiatives incorporated into scope of work.

Disadvantages

1. Staff reductions and reassignments are challenging within organized labor environment. 2. Cultural change within district. 3. Some loss of direct control by school district.

Projected Impact on Budget: Reduction of an estimated $1,200,000.

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February 2015 Additional Recommendations 1. Relocate the Facilities Department offices to District Administration Building. 2. Custodial staff should report to the Facilities Department management, not to the school principals. 3. Consider engaging an architectural and engineering firm to perform a full district wide facilities audit and feasibility study so that a long range strategic capital improvement plan can be developed. 4. Obsolete storage trailers and the contents of these located near the 9/10 Center should be sold at public auction. 5. The district should establish departmental procedures to manage inventories of supplies and equipment and to base future orders on actual utilization history. 6. The district should avail itself of the no cost or low cost safety consulting services available through the CCIU and then implement the school safety audit recommendations. 7. To improve responsiveness, allow the use of cell phones for the facilities department management team and within established procedures. Energy Management Initiatives Over the past ten years, the CCIU has successfully introduced energy management initiatives in the one million square feet of facilities it operates throughout the county. The results have been measurable and the cost savings have been significant. An effective deployment strategy for the energy management program is paramount for long-term success. The CCIU team is confident that many of these strategies are transferrable to the Coatesville Area School District and could be incorporated into our scope of services if the district decides to continue with our management team. It should be noted that the school district has introduced some energy management initiatives as a method to free up budget capacity. This includes HVAC and electrical infrastructure improvements completed through an ESCO (Energy Service Company) agreement. This investment has provided pockets of success in terms of energy reduction and cost savings. Energy management projects have demonstrated results in many school districts as cost saving initiatives. Some have significant upfront costs that require a realistic cost - benefit analysis. The CCIU team has reviewed the district’s current energy management program and, based on our organization’s experience, offer the following comments:

1. Energy Management Policy and Procedures Recommend that the board of school directors adopt an energy management policy and set of procedures. Sample documents are provided in the appendix section of this report.

2. Lighting Upgrades – Interior (for buildings that were not part of the previous ESCO contract) Recommend that this be an in-house project over a period of five years.

3. Lighting Controls (for buildings that were not part of the previous ESCO contract) Recommend performing this work with district and CCIU staff over a three year period.

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February 2015

4. Lighting Upgrades – Exterior (for buildings that were not part of the previous ESCO contract)

Recommend performing this work with district and CCIU staff over a three year period.

5. Energy Management Systems Need to be updated to assure most cost effective and efficient operation of infrastructure.

6. Computer Power Management Recommend that this be implemented with the assistance of the CCIU IT Department.

7. Kitchen Hood Controls Recommend that district staff install timers on switches or properly instruct staff on operations.

8. Boiler Replacement (for buildings that were not part of the previous ESCO contract) Recommend pursuing this project. Need to determine remaining serviceable life of the boilers.

9. Unit Ventilator Replacement Recommend pursuing this project as part of a district wide HVAC renovation.

10. Walk-In Cooler Controls Recommend performing this work with district and CCIU staff over a two year period.

Staff Interview Notes and Observations: Principals and professional staff were interviewed regarding their thoughts and observations relative to the facilities department operations and the performance of the department in general. An overriding theme became quickly apparent. The observations of principals and professional staff involved the following common themes:

• Lack of consistency • Lack of leadership • Poor performance • Poor communications, poor responsiveness and lack of follow-through • Lack of any comprehensive facilities planning • Lack of inclusion • Confusion regarding departmental structure and procedures • Lack of ownership and pride • Lack of accountability

Sample feedback from internal customers: “The venetian blinds in several classrooms had been broken and torn, hanging askew, for three years despite repeated requests for replacement”. “Roof leaks were reported throughout the school necessitating trash cans being placed in classrooms and hallways.” Follow-up note: The facilities department reported that the leaks had been repaired, however, twenty-six (26) leaks have been confirmed as ongoing since August 2014.

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February 2015 “The building has been so cold that teachers were wearing gloves and students were wearing coats.” Follow-up note: When asked how often this occurred, the response was “whenever it is cold out” and “for as long as I’ve been here”. We observed very cold working and learning conditions at several schools. Heating and cooling appears inconsistent throughout the district’s school facilities. “The wheel chair lift, installed several years ago, has been inoperable for two (2) years despite repeated requests for repairs.” “The professional staff are “demoralized and frustrated” with the lack of interest or “caring” of the facilities department relative to the maintaining of their schools.” “Bathrooms are filthy.” “Grounds crews mow grass but don’t clean up, there is no consistent lawn care schedule, there is no edging and trimming, the courtyards look terrible, beds need to be mulched, no one seems to care, no one takes pride in their work”. The main campus (9-10 and CASH) is well taken care of but other schools are forgotten.” Additional Observations While the audit team has determined through their observations and interactions with staff that the condition of the district’s buildings and grounds is less than satisfactory, there are principals and professional staff who consider their buildings to be in good to very good condition. It is the opinion of the audit team that those interviewed have worked in such poor conditions for so long, that they have come to accept the substandard work environment. This was confirmed through our interviews with building administrators and professional staff. One principal reported bringing in her own vacuum cleaner for their school because they didn’t have one and hadn’t had one for months. Another reported shoveling and salting their school’s steps and walks because “maintenance never shows up”. Several principals echoed that the problem with the facilities department is a systemic one that has been ongoing for many years and has become so large and pervasive that it is incredibly difficult to get ones arms around all the issues. The “problems” they say, are borne of the district’s singular focus to meet the needs of the junior and senior high schools and athletic programs to the extent that the condition of the other school buildings has been ignored, or at best, only minimally addressed. The audit team has observed very poor building conditions and can confirm much of what was being shared during the interviews. The pages that follow highlight each building’s condition providing further credence to what principals and professional staff have shared. To say that a significant level of frustration exists relative to the functionality of the facilities department would be an accurate statement, however, recognizing that a department is not functioning properly and performing at a high level as should be expected must generate additional questions as to “why” the department has been permitted to function at such a low level for so long. It is the opinion of the audit team that after so many years of non-support from the board and district administrators, the poor performance that defines the department today has become the accepted “norm”. When this was discussed with the principals, they all agreed that this was their conclusion as well.

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February 2015 With the exception of the High School, the 9/10 Center, and Rainbow Elementary School, the remaining buildings are in fair to poor shape. It is evident that routine building maintenance and preventive maintenance has been deferred for many years. School buildings throughout the district need updating and general maintenance from painting to roof repairs and replacement, from patching holes in walls to the replacement of single pane windows, doors and blinds. Dishwashers in kitchens don’t work and there are no plans for repair. Flooring has heaved and cracked throughout. Missing and cracked floor tiles, missing and stained or broken ceiling tiles, and torn and missing siding are all evident throughout the district. Custodians have applied floor finish over dirt, paper, string, and hair and done so repeatedly year in and year out. Bathroom floors have not been sanitized and scrubbed with any degree of consistency. Tile grout in kitchens and bathrooms is black instead of white. Graffiti on walls and bathroom partitions has not been removed. Bathroom stall partitions and privacy panels and doors are broken, missing or in need of repair or replacement. Ceiling tiles in some schools show evidence of mildew. Condensation leaks are numerous. Boilers were recently replaced in several schools in response to an ESCO initiative but the infrastructure, (ductwork, valving, air handling systems and building automation systems) were not. The district should consider engaging an architectural and engineering firm to perform a full district wide facilities audit and feasibility study so that a long range strategic capital improvement plan can be developed. Several years ago, while CASH and the 9/10 Center were under renovation, classroom trailers were purchased to house students. Since the renovations, some trailers were put to their intended use at other schools and the remainder were placed at various locations throughout the district and utilized as dead storage facilities. It is the recommendation of the audit team that a public auction be scheduled to sell the trailers and the contents of these trailers. A very large inventory of custodial equipment and supplies has been permitted to accumulate. We estimate the value to be approximately $150,000 or more. The inventory consists of a variety of cleaning chemicals, floor finishes, gym floor coatings, mops, buckets, applicators, buffing and polishing pads, and other assorted materials and supplies. These materials and supplies appear to have been accumulating over time and apparently no regard was given to inventory management or control when new orders were placed. The placement of annual custodial orders appears to have been a process whereby orders were developed simply by mirroring the previous year’s order. The inventory simply continues to grow. Approximately 50% of motorized custodial equipment is inoperable. Buffers, riding and walk behind floor scrubbing machines etc. are stored throughout the district and no one is able to explain why the machines aren’t working. The fact that these resources are unavailable to custodial staff is perhaps reflective of this staff’s inability to properly maintain the district’s buildings. The question then is “why have these machines not been repaired or replaced”? We have received no answers to these questions, except that “the district chose not to spend the money”. It is the recommendation of the audit team that the district establish departmental procedures to manage inventories of supplies and equipment and to base future orders on a “utilization” history.

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February 2015 School Safety and Security School safety is of paramount importance. The district has participated in school safety audits and reviews by various state and county agencies. The district has been provided with an analysis of the districts school safety profile with recommendations. To date, the district has implemented some of the recommendations. More needs to be done. Currently, the district provides school security in the form of an active police force consisting of three (3) full time police officers. These officers currently report to the High School principal. The audit team recommends that the effectiveness of the existing campus safety police force be evaluated and other options considered. During the 2013-14 school year, Chrissy DePaolantonio; Chester County’s Safe Schools Planning Coordinator, and her team performed physical security vulnerability assessments of all Coatesville Area School District schools. The assessments are designed to show the strengths and weaknesses of policies, procedure, and facilities. Below are some of issues that need to be addressed: 1. Emergency operations plans use “codes” during the announcement of an emergency/incident. 2. No signs indicating campus is drug, weapon, and smoke free. 3. Exterior doors are not numbered externally or internally. 4. Classroom door cannot be locked from inside the classroom. 5. Older schools do not have video systems or the systems are outdated technology. It is the recommendation of the audit team that the district avail itself of the free consulting services of Chrissy DePaolantonio in conjunction with the Chester County Intermediate Unit Facility Management and Support Services to assist in implementation of the school safety audit recommendations. Maintenance Department operations and effectiveness hinges on the ability of department employees to communicate with each other throughout the district as well as with parts and equipment suppliers and manufacturers, and with their customers. Tradesmen must have the ability to access the internet in real time while on the job when troubleshooting maintenance issues. Blueprints and diagrams can be easily accessed on the job at the site as opposed to leaving the job and the site to track down “paper” or manuals or find a phone to make a phone call. Presently, and as a result of recent district issues involving the misuse of cell phones, there is discussion regarding removal of the department’s assigned cell phones and replacement with radios. Radios are inefficient and do not provide staff with the ability to perform their jobs in an efficient and cost effective manner. It is the recommendation of the audit team that the district maintain cell phone use for the facilities department management team and Mechanic A and B staff with established utilization processes and procedures that are signed by staff to reflect their acceptance and understanding of those processes and procedures.

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February 2015

Examples of deficient facilities conditions

Unsecured gas cylinders are a fire and safety hazard.

Damaged concrete wall representative of conditions throughout the district, including macadam and sidewalk degradation, broken curbs, and heaved sidewalks. These create dangerous situations for pedestrians.

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February 2015


Unsatisfactory cleaning and sanitizing is exemplified by this water fountain. Cleaning and sanitizing bathrooms and food preparation facilities are inconsistent and unsatisfactory throughout the district.

Missing classroom ceiling tiles due to active roof leaks are representative of the many roof leaks throughout the district’s facilities that negatively impact work and learning environments.

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February 2015


Deteriorated steps into modular classrooms.

This example of custodial storage is consistent throughout the district. The potential for fire or other safety hazards is real.

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February 2015


Paint and wall conditions throughout the district.

De-laminating stucco/façade.

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February 2015 Building Maintenance and Grounds Inspection – Observations The following observations of the audit team are based upon the team’s ability to access certain areas of the school buildings on a given day and time. The team’s conclusions are that most issues should be (and should have been) addressed as routine maintenance, preventive maintenance or short and long term maintenance project planning initiatives. In many cases, buildings and grounds issues have not been addressed due in part to a lack of consistent facilities department leadership and management. Many of the facilities department maintenance and custodial staff have (as a result of the culture) shown a marked lack of initiative, interest or ownership in their daily responsibilities and routines, preferring to do nothing or wait for direction rather than proactively addressing building issues. Consequently, building maintenance deficiencies have grown exponentially. It would be unfair not to call attention to the fact that the district administration has historically opted to defer maintenance throughout the district citing lack of funds. Building maintenance issues have been noted within the department but repeatedly deferred by the administration. As a result and as appears to be the case, facilities department staff have become disinterested, disenfranchised, and unproductive. It is the opinion of the audit team that a properly managed, motivated, and trained workforce would have addressed many, if not all, of the routine deficiencies noted herein. Caln Elementary School 1. Broken wire mold outlet in main hallway (Water cooler fed with extension cord) 2. Paint chipping on walls and baseboards throughout 3. Ceiling tiles stained from roof leaks in numerous areas (Ceiling in library has active leak with

suspected mold growth) 4. Broken and chipped floor tiles in numerous areas 5. Water leaks through foundation to floor at library stairwell (Possible roof drainage issues) 6. Storeroom packed with outdated/unused equipment and old books (Limited access to sump

pump and breaker panel) 7. Numerous discarded equipment/materials in boiler room (Car batteries, VFD’s, boiler parts and

burned out fluorescent tubes) 8. The crawl space is used for storage of no longer used construction equipment and parts (Remove

and discard) 9. Uni-vents are rusted

10. Broken door glass at west side of building near playing fields 11. Kitchen ceiling tiles missing 12. Household chemical storage in kitchen (Remove and store properly) 13. Broken screen door in kitchen 14. Extension cord hanging from ceiling to power serving line 15. Weeds growing in roof gutters in courtyard 16. Gutters hanging down in numerous areas letting water run over, leaking into foundation 17. Wood trim around basement vents rotting away 18. Basement kitchen ceiling tiles missing 19. Refrigerator door gaskets need replacement (Door will not close securely) 20. Basement kitchen door to exterior not locked and no one in kitchen at time of inspection 21. Kitchen exhaust filters need cleaning 22. Exterior metal floor grate to basement windows has many broken welds (Safety issue) 23. Aluminum soffit missing at rear of building (Fire department side)

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February 2015 24. Some wooden stairs from modular classrooms are rotting away and need replacement. Other

boards need nails re-secured and re-painted. 25. T 1/11 siding on modular classrooms in numerous areas hanging/need to be re-attached 26. Front of building roof gutters are sagging and have weeds growing in them 27. Front window wells have weeds growing in them 28. All exterior woodwork needs scraping and painting 29. Many offices and classrooms have personal appliances 30. Building temperatures are very high (Energy management protocols not in place) 31. Various window screens are torn 32. Need playground mulch and equipment P.M. (Preventive maintenance) 33. Stairway treads broken or missing 34. Doors and stairwells blocked (Safety issue) 35. Cove base missing 36. Unit ventilators blocked with equipment 37. IT rooms cluttered 38. Heat vents need cleaning; filters need to be replaced 39. Water fountain needs to be replaced 40. Carpet damaged and stained; needs to be replaced 41. Dishwasher leaks and area needs cleaning 42. Exhaust hoods need filter and attention 43. Blocked hallway (Fire hazard) 44. Blocked electric panels (Safety issue) 45. Blocked stairwells (Safety issue) 46. Open chemicals at sink in classroom hallway (Safety issue) 47. Closets filled with clutter and trash 48. Broken latch on gas main fenced area 49. Need bollard for fuel fill area 50. Protective window grates along driveway need repair 51. Playground equipment needs P.M; fence backstops need repair Reeceville Elementary School 1. Numerous missing ceiling tiles from roof leaks 2. Peeling paint under exterior canopy 3. Stained ceiling tiles from roof leaks 4. Carpeting is stained throughout 5. Kitchen quarry tiles dirty and stained 6. Unoccupied rooms have lights on (No motion detectors) 7. Kitchen ceiling tiles discolored 8. Exterior wall leak in cafeteria 9. Ceiling tiles in cafeteria dirty near ceiling vents

10. Kitchen receiving door needs weather stripping and door sweeps 11. Sidewalks are broken, cracked and sprawling 12. Macadam is cracked with potholes; line striping is needed 13. Playground equipment requires repair; playgrounds lack sufficient mulch 14. Vent in boiler room is broken 15. Utility shed ramp is broken 16. Boiler room is cluttered (Fire hazard)

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February 2015 17. Air handler(s) need preventive maintenance and filter replacement 18. Bathroom sinks need caulking 19. Classroom electrical circuits are overloaded (Fire and safety issues) 20. Excess extension cords and data wiring on floor in library computer lab 21. Humidity issues in classrooms - warped ceiling tiles Friendship Elementary School 1. Parking lot(s) have no lighting (Safety issue) 2. Stained and discolored ceiling tiles 3. Peeling paint under hallway windows 4. Building temperatures very warm throughout (Energy management) 5. Ceiling return air vents rusted 6. Boys bathroom partitions rusted and have sharp edges 7. Rusted metal on exterior overhang 8. Girls bathroom wall tiles have rust stains under sinks 9. Peeling paint on interior walls

10. Numerous broken and missing ceiling tiles 11. Broken blinds and shades in classrooms 12. Broken floor tiles at crawl space access 13. Personal appliances in classrooms (Energy management) 14. Pneumatic compressor not working 15. Peeling paint under exterior canopy 16. Trees need trimming 17. All bathrooms need to be updated 18. Macadam needs patching, seal coating, and line striping 19. Curbs and sidewalks broken, heaved or chipped 20. Fencing broken at gas mains 21. Kitchen hoods need preventive maintenance and filters changed/cleaned 22. Re-install new spark for energy management system 23. Blocked fire extinguishers (Safety issue) 24. Handrails & T 1/11 siding require repair 25. Baseboards and/or cove base peeling/loose 26. Court yard has broken tree limbs 27. Accumulated clutter in custodial closets 28. Mirrors need to be replaced in bathrooms 29. Heating vents behind the toilets are disintegrated and rusted out 30. Pipe covering needed around heat vents 31. Stage curtains - fire rating needs to be checked and inspection of rigging for lighting and back

drops North Brandywine Middle School 1. Ceiling tiles stained and showing active leaks throughout (Possible mold growth observed) 2. Broken metal door vent in gym hallway door 3. Broken floor tiles in bathroom and strong urine smell (Poor sanitation procedures) 4. Light fixture lens hanging from ceiling (Observed 2 weeks ago) 5. Toilet in boys bathroom is out of order with sign (Observed 2 weeks ago)

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February 2015 6. Building temperatures set too high (Energy management) 7. Girls bathroom door does not close and secure properly 8. Trees in courtyard need trimming

9. Cove base missing in modular classroom hallway 10. Damaged T 1/11 siding on exterior of modular classrooms 11. Ceiling fans in classrooms have damaged blades (Safety issue) 12. Walk in freezer door handle broken 13. Broken/missing plaster on walls in boys bathroom near cafeteria 14. Broken/missing plaster on walls and ceiling in girls bathroom near cafeteria 15. End panels on perimeter heaters missing 16. Boiler room has a large amount of accumulated construction debris and empty 5 gallon buckets 17. Wall vent in old generator room needs to be sealed (Rodent droppings noted) 18. Boiler room contains decommissioned equipment that needs to be discarded 19. Return grills on air handlers require cleaning. Operation is inefficient. 20. Parking lot(s) are not lighted (Safety issue) 21. All bathrooms need to be updated and painted. Broken or damaged partitions and stall doors etc. 22. Macadam cracked and sprawled 23. Sidewalks and curbs are cracked – curbing is missing 24. Auditorium floor needs cleaning and paint; chairs replaced 25. Ether net cables are exposed 26. Insects accumulating in light fixtures/lenses throughout 27. Window sills rotted out 28. Electric boxes blocked and left unlocked (Safety issue) 29. Chemical storage in boiler room (Fire hazard/safety issue) 30. Discarded and unused equipment stored in boiler room 31. Telephone main panels are unsecured with exposed wiring 32. Door louvers broken throughout building 33. Light fixtures are unsecured and hanging 34. Gym floor needs refinishing 35. Gym roof leaks at drains plus need the piping covered South Brandywine Middle School 1. Parking lot has numerous pot holes and needs resurfacing 2. Parking lot(s) are not lighted (Safety issue) 3. Many classrooms have broken window shades and blinds 4. Numerous stained ceiling tiles from ongoing roof leaks throughout 5. Broken door on phone booth in hallway 6. Lights in bathrooms and locker rooms require motion sensors 7. Perimeter heaters have missing panel covers 8. Return air vents in gym need cleaning. Operation is inefficient. 9. Roof leaks in girls locker room storeroom

10. Broken wall plaster on exterior wall near boiler room roll up door 11. Boiler room roll up door needs bottom weather gasket (Rodent access) 12. Multiple pallets of floor finish stored in boiler room (Highly flammable/Safety Issue) 13. Boys locker room sinks are broken (Multiple) 14. Plaster is peeling in ADA bathroom 15. Window shades in rooms 38 & 39 are falling off wall

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February 2015 16. Wall paint in hallways is peeling 17. Broken floor tiles at exterior entrance in shop class area 18. Metal window shades broken in art class, hanging askew 19. Most classrooms have old 9” asbestos VCT floor tile 20. Broken ceiling plaster in guidance bathroom 21. Carpets in modular classrooms are ripped/torn (Safety issue) 22. Cove base in modular classrooms are damaged 23. No hot water for water sprayer at dishwasher (Ongoing issue) 24. Rinse temperature at dishwasher is to low (Safety issue) 25. Kitchen exhaust hood filters require cleaning and sanitation (No evidence of required annual

inspections) 26. Cracked floor tiles in modular classrooms 27. T 1/11 on modular classrooms, rotted or loose and need repair 28. Storage sheds need shingles and painting 29. Broken masonry over boiler room exterior door 30. Baseball backstop needs repair and other neglected equipment needs painting 31. Covers on panel open and wire hanging 32. Boys showers used for storage 33. Locker room lockers need paint and benches need stain 34. Exit doors blocked 35. Leaks at all roof drains in gym 36. Air handler needs P.M. (Preventive maintenance); vents damaged and louvers missing 37. Gym flooring in disrepair 38. Library blinds need to be replaced and library ceiling (Possible roof leaks) 39. Locks missing or broken on electric panels (Safety issue) 40. Suspected mold on ceiling tiles in hallways (Roof leaks) King’s Highway Elementary 1. Exhaust hood needs cleaning (No evidence of required annual inspections) 2. Dishwasher is not operational (Multiple months) (Health and safety issues) 3. Garbage disposal is not operational (Health and safety issues) 4. Door sweeps missing on kitchen doors 5. Door sweeps missing on cafeteria doors 6. Broken floor tiles (Numerous areas) 7. Missing carpet squares at entry way 8. Carpets ripped in modular classroom hallways 9. Weather stripping needed at modular classroom exterior doors

10. Broken gate at modular classrooms (Not secure – safety issue) 11. Accumulation of discarded/broken equipment and supplies in boiler room (Fire hazard) 12. Breaker panels in boiler room are blocked (Safety issue) 13. Generator has not been exercised 14. Gutters are sagging and require repair/replacement 15. Downspouts are missing 16. Unoccupied storage trailers are being heated (Temps too high) 17. Discarded or inoperable equipment being stored in storage trailers 18. Tree limbs need trimming at modular classrooms 19. Support column on modular classroom ramp is broken

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February 2015 20. Sinkhole at electric service area 21. Broken T 1/11 siding – easy access for rodents 22. Kitchen exhaust hood system needs cleaning (No evidence of required annual inspections) 23. Basketball backstop needs replacement 24. Personal unit heaters and appliances are in use throughout building

Accumulation of unused materials and supplies in storage (example). There is an enormous inventory of supplies and materials throughout the district. Coatesville Senior High School 1. Stained ceiling tiles throughout (Numerous roof and water piping leaks) 2. Entire building temperatures elevated (Energy management) 3. Broken wall tiles at entrance to pool area 4. Benches in pool area are warped (Safety issue) 5. Peeling wall paint in pool area

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February 2015

6. Air vents on electrical distribution panels are blocked with dirt/dust accumulations7. Lights on in unoccupied areas (Energy management)8. Peeling wall paint in hallways9. Excess floor finish and stripper in custodial storage area

10. Insects accumulating in light fixture lenses11. Personal appliances in use throughout building (Energy management)12. Broken wall tiles in men’s and ladies bathrooms on 2nd floor13. Broken cove base tiles in ladies bathroom on 2nd floor14. Floor tiles broken at ramp to gym to second floor15. Wire-mold outlets hanging off wall at entrance area to gym16. Wall padding in gym is ripped17. Broken wall tiles near gym entrance18. Kitchen hood and filters need cleaning19. Breaker panels in kitchen blocked with storage items (Safety issue)20. Broken stair risers at front exits in auditorium21. Chillers and heating system are set for auto change over (Energy management)22. Driveway and parking lot surfaces are cracked and sprawled23. Sidewalks and curbing cracked, broken and chipped24. Janitor closets overstuffed; mix chemicals and paper products (Potential safety and fire hazards)25. Unlocked generator and transformer yard (Student hazard)26. IT closet needs attention – clutter27. Electric floor box – trip hazard28. Excessive custodial products; chemicals; floor panel29. Broken HVAC elbow in closet30. Unsecured propane tanks31. Settlement at foundation in courtyard32. Trash and debris stairwell closet33. Stairwell treads broken and discolored34. Bleachers do not close properly (Possible structure fatigue; damage)35. Kitchen exhaust hoods need to be cleaned and filters changed (No evidence of required annual

inspections)36. Dishwasher not working – using room for storage37. Door handle missing – main hallway near gym38. Goal post bent and leaning39. Roof (some) drains are clogged/not functioning (Possible eroding of foundation)

9-10 Center

1. Exterior stairway lights and some pole lights are on (Energy management)2. Broken concrete on ramp3. Broken formica on cafeteria serving line4. Broken quarry tile cove base in kitchen5. Grease trap cover rusty in dishwasher room6. Cracked wall tiles in dishwasher room above door7. Recommend motion sensors in staff rooms, bathrooms, low occupancy areas (Energy

management)8. Ceiling light fixtures in library are not operational9. Stained ceiling tiles from roof and water pipe leaks

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February 2015 10. Stairwells are very dirty 11. Insects accumulating in light fixtures and lenses 12. Exterior of building needs pressure washing 13. Broken floor tiles throughout 14. Accumulation of supplies and equipment in water heater room (Safety issue) 15. Accumulation of materials in electrical room (Safety issue) 16. Hand railing on stairway is loose (Safety issue) 17. Toilet in ladies bathroom near gym is out of order 18. Broken cove base tiles near gym 19. Missing ceiling tiles in boys team room 2 20. Broken light fixture lens in boys team room 1 21. Broken water cooler in boys PE locker room 22. Broken urinal boys bathroom 23. Shower leaking in boys locker room 24. Missing ceiling tiles in adaptive gym 25. Room 110 needs countertop formica replaced 26. Loose hand rails at main entry steps 27. Possible foundation issues. Radical cracking and settling. 28. Parking lots and drives are cracked and sprawling 29. Kitchen exhaust hoods need to be cleaned and filters changed (No evidence of required annual

inspections) 30. Electric panels blocked (Safety issue)

Accumulation of various supplies in IT/Telecom closet (example). IT and Telecom closets are being used for storage throughout the district.

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February 2015 Benner Building 1. Peeling paint under front entry canopy at main entrance (Numerous areas) 2. Entire first and second floor of school district side of building unoccupied; however, building

temperatures elevated and most thermostats set at highest setting (Energy management) 3. Many areas unoccupied; however, numerous lights were on 4. Brand new glycol system for heat and air conditioning system has never been utilized 5. Peeling paint and stucco 6. Ceiling tile stains on first floor (Indicates a plumbing leak) 7. Ceiling tile stains on second floor 8. Peeling paint in stairwells 9. Walls in second floor men’s room has peeling paint

10. Ceiling tiles in second floor men’s bathroom shows an active water leak 11. Third floor men’s bathroom toilet out of order 12. Peeling paint in 3rd floor custodial closet 13. Paper shredder in ADA bathroom on third floor 14. Room 321 bathroom used as bathroom and storage (Safe and files) 15. Room 302 has stained ceiling tiles and light fixture is hanging (Also is used as custodial storage) 16 Peeling paint in 3rd and 4th floor stairwell 17. Mirrors torn off walls and large holes, no paper towel dispensers, broken toilet partitions and

window can be opened allowing students to throw objects onto Rt. 30 on 4th floor men’s room 18. Ceiling stained and growing mold like substance, sink hanging off wall and floor is unclean in 4th

floor ladies room 19. Exposed re-bar at front entrance mulch beds (Trip hazard) 20. Wood fascia falling off building at gas meters at rear of building 21. Stucco falling off building at rear near gas meters 22. Concrete wall in parking lot broken 23. Old generator and other accumulated debris in boiler room 24. Fascia deteriorating and de-laminating 25. Bollards are required around transformer pad due to location of trash dumpster (Safety issue) 26. Macadam in parking lot broken around drains 27. Sloppy painting around building 28. Roof leaks and tile stains Rainbow Elementary School 1. Overall building is very warm 2. Many wall wash fluorescent lights in classroom pod area are burned out 3. Hanging electric wall heaters in many storage areas running for no reason 4. Broken thermostat in boys bathroom (4th & 5th grade Pod) 5. Block walls in bathroom are very dirty 6. Too many items stored in mechanical room 7. Mechanical room exterior door needs weather stripping 8. IDF are still very dirty

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February 2015 East Fallowfield Elementary 1. Broken concrete on front walkway (Safety issue) 2. Peeling paint on exterior wooden windows 3. Stained ceiling tiles (Roof leaks) 4. Modular exterior doors need weather proofing 5. Modular classrooms need door glass (Lock down safety issue) 6. School building and modular classrooms over heated (Energy management) 7. Need fencing at modular classrooms raised (Safety and security issue) 8. T 1/11 siding on modular classrooms is rotting 9. Boiler fill valve leaking water all over floor in boiler room (Safety issue)

10. Kitchen exhaust hood and filters need cleaning (No evidence of required annual inspection) 11. Ceiling paint peeling in kitchen 12. Trees need pruning, broken limbs removed 13. Holes in sidewalks, chipped concrete 14. Exterior wood trim, soffit and fascia rot 15. Expansion joints on steps need repair 16. Accumulated clutter in electrical closet – electrical panel blocked (Safety issue) 17. Paint on floors, baseboards and all trim 18. Parking lot drain inlet collapsed 19. Macadam cracked and deteriorating on drives and playground 20. Windows to boiler room need security cages 21. All playground equipment needs paint, repairs 22. Benches on playing field need repair and paint 23. Paint peeling and missing ceiling tiles in cafeteria/gym 24. Electrical wiring in mechanical room hanging from ceiling, accumulation of trash and chemicals

Accumulation of unused and inoperable custodial equipment in storage. (example)

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February 2015 Scott Middle School 1. Exterior of building has extensive amount of algae and suspected mold growth on bricks 2. Downspouts broken in numerous locations (Water infiltration) 3. Broken concrete steps and granite slabs 4. Graffiti painted on bricks 5. Numerous areas of rotted wood (Exterior window frames and doorways) 6. Exposed electrical box in girls bathroom (First floor) (Safety issue) 7. Broken floor tiles 8. Cracked ceiling plaster in auditorium 9. Loose 12 x 12 ceiling tiles in auditorium (Safety issue)

10. Numerous missing and stained ceiling tiles from roof and water leaks (Many with suspected mold growth) 11. Loose hand railing at ramp to gym (Safety issue) 12. Walls and floors are unsanitary (No evidence of wet mopping) 13. Peeling paint on wooden exterior areas 14. Many ceiling lights have accumulation of dead bugs 15. Peeling wall paint in hallway on lower level 16. Personal appliances noted throughout building 17. Ceiling drywall patches in many areas need to be sanded and painted 18. Broken ceramic tiles in second floor boys bathroom (Newer building addition) 19. Window trim detaching (Newer building addition) 20. Exhaust hood in kitchen has not worked properly for 2 years now (Employees told to turn off at

circuit breaker, only runs in high speed due to defective sensor causing the kitchen to get extremely cold in winter) (No evidence of required annual inspection)

21. Water on floor in storage area under auditorium (Suspected mold growth) 22. Old phone line hanging off side of building from 2.5 stories to the ground 23. Exposed wiring on exterior of building near auditorium entrance 24. Blocked electrical panels throughout (Safety issue) 25. Stairwell treads damaged 26. Carpet stains in office area 27. Clocks need to be reset (Digital and analog) 28. IDF room door propped open (Safety issue) (Inappropriate calendar photo in view) 29. Roof flashing peeled back at exhaust fan 30. Chemicals in storage under stairwell in boiler room leaking (Safety issue) 31. Boys locker room water fountain not working (For several months) 32. Fence damaged right front side of building 33. Trees need trimming and removal around property District Administration Building 1. Men’s room wall partitions are rusted and need painting 2. Toilets in men’s room need cleaning 3. Unoccupied or infrequently occupied spaces lights on (Energy management issue) 4. Ladies room ceiling stained with dirt and water leaks 5. Broken floor tiles on first floor 6. Stained carpeting on first floor 7. Basement level men’s and ladies bathrooms have ceiling water stains from piping leaks

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February 2015 8. Window wells in stairways are very dirty with cob webs and dirt 9. Second floor men’s room requires heavy cleaning and sanitation (Odors)

10. Ceiling vents and tiles are discolored/dirty 11. Drywall patches need to be painted 12. Drywall in foyer needs repair 13. Flooring at main entrance door needs repairs 14. Main vestibule carpet is not secured 15. Front façade needs pressure washing 16. Damaged tree limbs overhanging KinderCare playground area (Safety issue) 17. Parking lots and driveways – spider cracks (Re-surface and line stripe) 18. Trees and shrubs need trimming and flower bed needs mulch (Tree limbs hang over neighbor

fence at kindergarten center) 19. Electric panel blocked and panel door missing 20. Generator service door open not secured 21. Telephone service box damaged Facilities Maintenance and Warehouse Buildings Maintenance Building 1. Shop building is cluttered and unorganized 2. Lights on (Unoccupied) 3. Television on (Unoccupied) 4. Heaters running and building is overheated (Energy management) 5. Overgrown trees and shrubs; landscaping 6. Trash and debris around property 7. Macadam repairs; cracks and crumbling 8. Fence needs repairs 9. Broken manhole lid

10. Rotted soffit plus needs painting 11. Hazard waste storage cleanup (Safety issue) 12. Remove old unused equipment 13. Garage drains need cleaning Maintenance Warehouse 1. Lighting operating while unoccupied (Install motion sensors) 2. Excessive inventories of custodial equipment and supplies 3. Excessive inventories of floor machine pads 4. Custodial equipment (Inoperable?) in storage 5. Building temperatures high 6. Many ballasts and bulbs in loft area. No inventory system. 7. Several inoperable police and other vehicles in parking area 8. Building needs to be organized

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February 2015 Custodial Services Observations and Recommendations The level of custodial services provided to the district is unsatisfactory. Many custodial staff are not trained in proper cleaning and floor care techniques. Some profess no understanding of or exposure to the proper operation of key pieces of custodial equipment. Consequently, in most classrooms and hallways throughout the district, multiple layers of floor finish have been applied over the years without proper floor preparation. This has led to discoloring of tile and other floor surfaces reducing life. Floor finish has been applied over dirt, paper, and hair. Baseboards are dirty, scuffed, and not properly maintained. Bathroom walls and floors are filthy, requiring power washing and sanitization. Tile grout is discolored and mildewed throughout the schools. Stained and mildewed ceiling tiles are numerous throughout the schools. Carpets are stained, ripped and torn throughout the schools. Bathroom stalls contain graffiti, walls are scuffed and scratched, and many fluorescent light fixture lenses are covered with dead insects. Accumulations of dust and dirt in stairwells and corners are testament to the lack of thoroughness and effort of custodial staff. “A” (aka “Head”) custodians typically work the day shift and are responsible for both custodial and light (routine) maintenance services. “A” custodians are responsible for providing direction to “B” custodians. Through interviews and discussion with building administrators, it is apparent that “A” custodians, as a rule, do not perform routine maintenance consistently, nor do they provide consistent direction to the “B” custodial staff without the intervention of the school principal and even then, the “A” custodian may not perform as directed. It would appear that “all” custodians are members of the “bargaining unit,” and as such, are loathe to assume responsibility for giving direction to each other even though the collective bargaining agreement provides for this. “A” custodians refuse to provide direction to “B” or night custodial staff. “B” or night custodians therefore, rarely receive direction and are left to their own devices. While the facilities department management structure did include a custodial services manager, it has come to the audit team’s attention that this individual rarely visited schools at night when the bulk of the workforce was working, or provided any supervision to the night custodial staff. If this is in fact the case, the lack of cleanliness and sanitation in the schools throughout the district can be explained. Furthermore, the district is presently warehousing an excessive amount of various custodial supplies and paper, floor care products and cleaning chemicals. The audit team recommends that these materials and supplies be returned to the vendors for a credit and that inventories be developed using an “as needed” method. The audit team does not recommend carrying more than a 30-45 day supply of any supplies or materials. The audit team has also determined that there are numerous pieces of custodial equipment (buffers, riding scrubbers and high speed burnishers) that are inoperable being stored throughout the district. These pieces of equipment, if not available for use, have a direct impact of the custodial staffs ability to properly and effectively perform. Equipment should be evaluated for operability and if repairs are required, cost estimates should be obtained immediately. Initial daily and then weekly building inspections should be performed by facilities department and building administration. The observations on the following pages reflect the cleanliness and sanitation conditions of the schools and provide recommendations to achieve acceptable results.

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February 2015 South Brandywine Middle School (grades 6-8) Built in 1958 Site Size: 60 acres Total Building Size: 99,366 S.F. Current Staffing: (1) Daytime “A” Custodian (2) Night “B” Custodians Recommended Staffing: (2) Daytime Custodians (1) “A” and (1) “B” (3) Night “B” Custodians Condition: Fair 1. All tile floors in classrooms need to be stripped and re-finished 2. Kitchen floor/tile work needs to be thoroughly scrubbed 3. All exhaust filters in main kitchen need to be cleaned 4. All custodial closets need to be cleaned and organized 5. Stage floor needs to be re-sanded with new finish coats applied 6. Gym floor needs to be re-sanded and finished 7. Gym needs to be painted 8. All bathrooms floors and walls need to be power washed 9. All classrooms lights lenses need to be cleaned

10. Classroom shades and blinds need to be cleaned 11. Hallway floors need to be stripped and re-finished 12. Chemicals need to be properly stored King’s Highway Elementary: (Grades: K-5) Built in 1953 Site size: 20 acres Total building size: 54,651 S.F. Current Staffing: (1) Daytime “B” Custodian

(1) Night “A” Custodian, (1) Night “B” Custodian Recommended Staffing: (1) Day “A” Custodian (1) PT Day “B” Custodian (flex hrs.) (2) Night “B” Custodians Condition: Fair 1. All custodian equipment at this site needs to be serviced 2. Floors in classrooms need to be stripped and re-finished 3. Bathroom floors and walls need to be power washed and sanitized 4. All custodian closets need to be cleaned and organized 5. Kitchen floor needs to be power washed 6. Main office and hallway floors need to be stripped and re-finished 7. All light fixture lenses and shades need to be cleaned 8. Boiler room needs to be cleaned and organized

9. Ceiling tiles in classroom need to be changed 10. Chemical dispensers need to be repaired with chemicals properly stored 11. Carpeting needs to be cleaned (or replaced)

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February 2015 East Fallowfield Elementary (Grades K-5) Built in 1939 Site size: 7 acres Total Building size: 38,864 S.F. Current Staffing: (1) Daytime “A” Custodian (2) Night “B” Custodians Recommended Staffing: No Change Condition: Fair 1. Carpet should be removed with VCT installed in its place 2. Bathroom floors and walls need to be power washed and sanitized 3. Walls and baseboards need to be painted 4. Light fixture lenses and shades need to be cleaned 5. Power wash kitchen floor 6. Clean kitchen exhaust hood vents 7. Boiler room needs to be cleaned and organized 8. Custodial and IT closets need to be cleaned and organized Rainbow Elementary School (Grades K-5) Built in 2009 (Newest Building) Building size: 115,000 S.F. Current Staffing: (1) Daytime “A” Custodian, (1) “B” Custodian (flex hrs.) (3) Night “B” Custodians Recommended Staffing: No Change Condition: Good 1. Boiler room is cluttered and needs to be organized 2. Custodian closets should be cleaned and organized Scott Middle School (Grades 6-8) Built in 1938 Renovation 2002 Site Size 3.8 acres Building size: 138,665 S.F. Current Staffing: (1) Daytime “A” Custodian

(5) Night “B” Custodians Recommended Staffing: (1) Daytime “A” Custodian,

(1) Daytime “B” Custodian (3.5) Night “B” Custodians

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February 2015 Condition: Fair 1. All custodial closets need to be cleaned and organized 2. All light fixture lenses and shades/blinds need to be cleaned 3. The ramps to the second floor need to be cleaned 4. There are (8) pieces of floor care equipment that are inoperable 5. Bathrooms need to be power washed and sanitized 6. Flat surfaces need to be dusted and cleaned (example: window ledges) 7. Cleaning chemical dispensers in custodial closets are inoperable Caln Elementary School (Grades K-5) Built in 1926 Site Size: 15 acres Total Building Size: 61,364 S.F. Current Staffing: (1) Daytime “A” Custodian (2) Night “B” Custodians Recommended Staffing: (1) Daytime “A” Custodian,

(1) Daytime “B” Custodian (flex hrs.) (2) Night “B” Custodians Condition: Poor 1. All bathrooms need to be power washed and sanitized 2. Walls throughout need to be painted 3. Baseboards need to be caulked and painted 4. All custodian closets need to be cleaned and organized 5. Custodial equipment inoperable 6. Tile floors need scrubbing and re-finishing 7. Bathroom walls need to be painted 8. All hardwood floors need sanding and refinishing 9. Boiler room needs thorough cleaning and reorganizing

10. Custodians are not mixing chemicals properly (floors are tacky) 11. The lower level classroom floors need scrubbing and re-finishing Benner Building (Alternative Education) Built in 1938 Site size: 1.11 acres Building size 54,022 S.F. Renovated in 1964 and 2004 Current Staffing: (1) Daytime “B” Custodian Recommended Staffing: (.5) Daytime “B” Custodian Condition: Fair

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February 2015 1. Strip and apply finish to all floors 2. Replace all baseboards 3. Boiler room needs thorough cleaning and reorganizing 4. Bathrooms need power washing and sanitizing 5. Bathroom walls need to be painted 6. Custodial equipment is inoperable Friendship Elementary School (Grades: K-5) Built in 1960 Site Size: 100 acres Total Building Size: 49,972 S.F. Current Staffing: (1) Daytime “A” Custodian (2) Night “B” Custodians Recommended Staffing: No Change Condition: Good 1. Boiler room needs to be thoroughly cleaned and organized 2. All custodial closets need to be cleaned and organized 3. All blinds and shades need to be cleaned 4. All floors need to be scrubbed and re-finished 5. Bathrooms need to be power washed and sanitized 6. Kitchen floor needs to be power washed and power scrubbed 7. All floors have wax build up and need to be stripped, scrubbed and re-finished 8. Main supply room needs to be organized 9. Chemicals need to be properly stored

10. Floor in main supply room needs to be cleaned 11. Hallway wall paint is peeling and need to be repainted Reeceville Elementary School (Grades: K-5) Built in 1990 Site size 100 acres Total Building size: 66,440 S.F. Current Staffing: (1) Daytime “A” Custodian (2) Night “B” Custodians Recommended Staffing: (1) Daytime “A” Custodian (1) Daytime “B” Custodian (flex hrs.) (2) Night “B” Custodians Condition: Good 1. Carpet cleaner is inoperable 2. Ceiling tile in hallways and classrooms are stained 3. Power wash and sanitize all bathrooms

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February 2015 4. Properly store cleaning chemicals/discard unused cleaning chemicals North Brandywine Middle School (Grades: 6-8) Built in1958 Site size: 100 acres Renovated: 1982 Total building size: 99,360 S.F Current Staffing: (1) Daytime “A” Custodian (3) Night “B” Custodians Recommended Staffing: (1) Daytime “A” Custodian (1) Daytime “B” Custodian (flex hrs.) (2) Night “B” Custodians Condition: Fair 1. Custodial closets need to be cleaned and organized 2. Air handlers and filters need to be cleaned 3. Bathroom floors and walls need power washing and sanitizing 4. All classroom and hallway floors need to be scrubbed and re-finished 5. Chemical dispensers in custodial closets need to be repaired 6. Ceiling tiles in classrooms need to be replaced Coatesville Area Senior High School (Grades 11-12) Built in 1965 Site size 60 acres Renovations and addition 2006 Total S.F. 264,000 S.F. Current Staffing: (1) Daytime “A” Custodian (1) Daytime “B” Custodian (9) Night “B” Custodians Recommended Staffing: (1) Daytime “A” Custodian (1) Daytime “B” Custodian (flex hrs.) (8) Night “B” Custodians Condition: Good to Excellent 1. Clean mechanical rooms 2. Replace stained ceiling tiles 9-10 Center (Grades: 9-10) Built in 1993 Site size: 60 acres Building size: 196,976 S.F.

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February 2015 Current Staffing: (1) Daytime “A” Custodian (1) Daytime “B” Custodian (8) Night “B” Custodians Recommended Staffing: (1) Daytime “A” Custodian (1) Daytime “B” Custodian (flex hrs.) (7) Night “B” Custodians Condition: Good to Excellent 1. Air handler rooms need to be cleaned and organized 2. Accumulated floor finish buildup on baseboards 3. All bathrooms, walls and floors need to be power washed and sanitized 4. Replace stained ceiling tiles 5. Power scrub and wash quarry tile in kitchen 6. Sand and refinish stage floor District Administrative Office Total building Size: 36,000 S.F Recently Renovated Current Staffing: (1) Daytime “A” Custodian Recommended Staffing: (.5) Daytime “B” Custodian (.5) Night “B” Custodian Condition: Good 1. Carpeting needs vacuuming and cleaning 2. Glass needs consistent cleaning

Example of water infiltration issues from roof and façade leaks in classrooms throughout the district.

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February 2015

APPENDIX

• Sample Energy Management Policy and Procedures

• Sample Customer Satisfaction Survey

• Photographs of Existing Site Conditions

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February 2015

ENERGY MANAGEMENT POLICY

1. Purpose

The Administration and Board of the Coatesville Area School District (CASD) establishes these guidelines to assure that every effort is made to conserve energy and natural resources while exercising sound financial and facilities management practices.

2. Authority

The implementation of this policy is the joint responsibility of the administration, teachers, students, support personnel, and community members using CASD buildings. The success of the CASD’s energy management program depends on cooperation from all individuals. The Administration will assign Energy Management responsibility to the Facilities Management Supervisor whose responsibility will be to implement this policy. An energy team may be established to oversee and monitor the program.

3. Guidelines

The Facilities Management Supervisor will maintain accurate records of energy consumption and cost of energy and will provide quarterly and annual reports to the Board, administrators, staff, on the goals and progress of the energy conservation program.

Building principals will be accountable for energy management in his/her building with routine energy audits being conducted to ensure energy management guidelines are being followed. It is the responsibility of the Facilities Management Supervisor to ensure that an efficient energy operation is maintained on a daily basis through the proper use of the various energy management systems at each building.

To ensure the overall success of the energy management program, the following specific areas of emphasis will be adopted:

• Staff and students are expected to actively participate in energy conservation activities. • Staff are responsible for implementing the guidelines during the time that they

are in their classroom/assigned work area.

• Custodians are responsible for implementing the guidelines in common areas, i.e. halls, cafeteria, restrooms, meeting rooms, gyms, locker rooms, etc.

• Since the custodians are typically the last to leave a building in the evening, they are responsible for verification of the night time shutdown. Any issues should be immediately reported to the Facilities Management Supervisor.

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February 2015

• The principal is responsible for the total energy usage of his/her building. • The Facilities Management Supervisor shall perform routine energy audits of all facilities and communicate the audit results to the appropriate personnel. • While implementing energy management is critical, the CASD is committed to and responsible for the maintenance of a safe and healthy learning/working environment . • “School Operations and Maintenance: Best Practices for Controlling Energy Costs - A Guidebook for K-12 School System Business Officers and Facilities Managers” and the U.S. Environmental Protection Agency’s Energy Star Program shall be the basis for the CASD’s Energy Management Program.

Energy Conservation and Building Management Regulations GENERAL 1. Classroom doors shall remain closed when HVAC is operating. Doors between conditioned space and non-conditioned space/the outdoors must remain closed at all times (i.e. between hallways and gym/pool areas). 2. Monitoring equipment will be used to monitor humidity, temperature, light levels, CO2 and other indoor air quality conditions throughout the CASD's buildings to ensure compliance with energy guidelines. 3. Exhaust fans shall be turned off during unoccupied hours except where necessary to control temperature, humidity, smells or fumes in areas such as gyms, pools, locker rooms and shop areas. 4. Office equipment (copiers, typewriters, radios, laminators, PA system etc.) shall be switched off each night and during unoccupied times. Fax machines may remain on. 5. All computers shall be turned off each night. This includes the monitor, local printer, LCD projectors and speakers. Networked equipment may be excluded. It is advised that classroom and office computers (desk tops and laptops) be programmed to turn off from 9:00 pm – 5:00 am daily. 6. All PCs/MAC’s, copiers and other large equipment should be programmed for the energy saver mode using the power management feature. If network constraints restrict this for the PC/MAC, ensure the monitor sleeps after 10 minutes of inactivity. (see #5 above).

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February 2015

AIR CONDITIONING EQUIPMENT 1. Occupied temperature settings shall NOT be set below 74° F.

2. During unoccupied times, the air conditioning equipment shall be off or in pre-established unoccupied mode settings, except as may be necessary to adequately prepare a room for later use. The unoccupied period begins when students/staff/visitors leave the area at the end of the school day. It is anticipated that the temperature of the classroom will be maintained long enough to afford comfort for the period the teacher/presenter remains in the classroom/conference center after the attendees/students have left. 3. Air conditioning start times may be adjusted (depending on weather) to ensure building comfort. 4. Ensure outside air dampers are closed and/or operating as designed during unoccupied times. 5. Ceiling fans should only be operated as appropriate in all areas that have them. 6. For any 24-hr period of time, relative humidity levels shall NOT average greater than 60% where controls are available. 7. Air conditioning should not be utilized in classrooms, empty offices, gyms, cafeterias, shops, etc. during the summer months unless they are being used for summer school or year-round school. However, air conditioning may be employed as needed to help prevent indoor air quality problems and damage to the building such as preventing mold growth/excessive humidity. 8. Shop bay doors should never be left open for extended periods of time. When bay doors are open, interior shop doors leading to the rest of the building must be closed to prevent drafts and a/c or heat loss.

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February 2015

HEATING EQUIPMENT 1. Occupied temperature settings shall NOT be above 72°'F.

2. The unoccupied temperature setting shall be 55°F (i.e. setback). This may be adjusted to a 60°F setting during extreme weather. 3. The unoccupied settings shall be determined by space utilization and authorized by the Facilities Management Supervisor. 4. During the spring and fall when there is no threat of freezing, all forced air heating systems may be switched off during unoccupied times. Hot water heating systems may be switched off using the appropriate loop pumps. 5. Ensure all domestic hot water systems are set no higher than 120°F or 140°F for cafeteria service (with dishwasher booster) or as directed by regulations. 6. Ensure all domestic hot water re-circulating pumps are switched off during unoccupied times. 7. The use of portable electric heaters is a serious fire hazard and thus they are prohibited from use in any CASD building. Concerns about heating levels, cold spots, and drafts should be reported directly via email to the office of the Facilities Management Supervisor. LIGHTING 1. All unnecessary lighting in occupied or unoccupied areas will be turned off. Staff shall make certain that lights are turned off when leaving the classroom or conference room, office, bathroom etc. 2. Natural lighting shall be utilized wherever possible and appropriate. Classroom, office or other room lights should be turned off or reduced when natural lighting is sufficient. Shades shall be used to filter excessive sunlight/prevent excessive heating during the cooling season. 3. All outside lighting shall be turned off during daylight hours and operated by timers or photo cells for nighttime operation. 4. Gym lights shall not be on unless the gym is being utilized. 5. All lights will be turned off when students and teachers leave school. Office staff should turn off office and other associated lighting when they leave their assigned work areas. Custodians will turn on lights only in the areas in which they are working. Custodians will not turn on all building lights in anticipation of working.

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February 2015

6. All staff and students must refrain from turning lights on unless definitely needed. *Remember lights not only consume electricity, but they also give off heat that places an additional load on the air conditioning equipment and thus increases the amount of electricity required to cool the room. WATER 1. Ensure all plumbing leaks are reported and repaired immediately.

SPACE TEMPERATURE Space temperature will be maintained within the following ranges. The inability of mechanical systems to meet this requirement will be addressed by high priority work orders.

A. Heating Season - Occupied:

1) Classrooms 68° - 72° F 2) Offices 68° - 72° F 3) Shower Rooms 72° - 76° F 4) Halls & Stairs 63° - 67° F 5) Auditoriums 68° - 72° F 6) Gymnasiums 64° - 68° F 7) Swimming Pool 83° - 87° F

B. Heating Season - Unoccupied:

1) All Spaces 55° - 60° F

C. Occupied air conditioned spaces during the cooling season:

1) All Spaces 74° - 78° F

D. Unoccupied air conditioned spaces during the cooling season:

1) Where possible, all mechanical cooling equipment shall be turned off

or to an unoccupied mode as soon as the space it serves is unoccupied.

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February 2015

4. Delegation of Responsibility

The Board of Directors of the Coatesville Area School District directs the Superintendent and/or his/her agents to develop and implement short and long range strategies in the areas of energy conservation, facilities management and preventive maintenance.

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February 2015

FACILITIES MANAGEMENT CUSTOMER SERVICE SURVEY Please complete this brief survey regarding the performance of the custodian(s) assigned to maintain your classrooms or school buildings. Please return this survey to John Cramp; Director of Facilities Management and Support Services, at the following email address: [email protected]. All surveys will be confidential. The purpose of the survey is to identify potential areas of concern, areas requiring attention, and to highlight either positive or negative performance patterns of assigned staff.

Please identify your school building.

________________________________________________________ 1. Are your floors dry or wet mopped daily? Y N 2. Is your trash emptied daily? Y N 3. Are bathrooms clean and sanitary? Y N 4. Are carpets vacuumed? Spots cleaned? Y N 5. Are kitchens and food service areas clean and sanitary? Y N 6. Are classrooms set up properly, (neat and orderly)

in preparation for the next day? Y N 7. Is the custodian assigned to your area responsive to your needs? Y N 8. Are supplies (paper towels/tissue/soaps) stocked properly? Y N

9. Are windows clean? Y N

10. Are stairwells clean? Y N

11. Are entrances accessible and uncluttered? Y N

12. Are maintenance areas being addressed in a timely fashion? Y N Please make comments. Consistency of performance is important. You may have answered YES but wished to include concerns about consistency. Please comment on how your areas are being maintained below:

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February 2015

Scott Middle School: Example of numerous roof leaks in hallways and classrooms throughout the district. Potential mold growth.

Scott Middle School: Example of blocked access and egress routes; improperly stored materials and supplies.

Scott Middle School: Example of custodial storage areas. Unsafe conditions.

Scott Middle School: Example of poor custodial performance throughout the district. Buildup of dirt and wax. Inattention to detail.

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February 2015

Scott Middle School: Example of ceiling repairs to damage caused by roof leak. Unfinished repairs. Roof leak remains active.

Scott Middle School: Toilet pulled away from wall. Several months without maintenance repairs.

Scott Middle School: Poor custodial performance. Poor building maintenance. Almost a year old.

Scott Middle School: Flashing damage. Potential roof leak. Damage appears older. Maintenance has not responded for repairs.

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February 2015

Scott Middle School: Example of IT/IDF closet being used for storage. Poor custodial performance.

Scott Middle School: IT/IDF equipment broken, discarded and lying on floor. Poor custodial and maintenance performance.

Scott Middle School: Dangerous situation. Vines growing on electrical wiring mounted on exterior wall.

Scott Middle School (cont.)

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February 2015

Scott Middle School: Example of debris filled emergency exit stairwell. Unsafe condition.

Scott Middle School: Poor custodial performance. Drain clogged in mop sink with mop fibers and other unknown materials.

Scott Middle School: Unsafe condition. Electrical or antennae wiring hanging on fence gate.

Scott Middle School: Poor grounds maintenance. Weed type trees and shrubs permitted to take hold of landscaped hillside.

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February 2015

Scott Middle School: Example of poor grounds maintenance. Weeds permitted to grow against building. Steps are not shoveled.

Scott Middle School: Example of poor grounds maintenance. Ivy growing on brick face.

Scott Middle School: Example of poor grounds maintenance. Weeds and weed-like shrubs flourishing on wall and fenced area.

South Brandywine: Example of degrading macadam/asphalt throughout the district.

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February 2015

South Brandywine: Damaged stucco. Example of façade damage in the district. This damage is over a year old.

South Brandywine: More asphalt/macadam damage.

South Brandywine: Fire safety hazard. Poor

custodial storage.

South Brandywine: Example of poor and dangerous storage throughout district. Approximately 30 containers of floor finish. Approximately a 3 year inventory. Poor inventory management. 48


February 2015

South Brandywine: Unsafe conditions. Poor storage techniques. Access/egress issues. Inventory management. Excess inventory of custodial supplies (several years).

South Brandywine: Equipment stored in showers. Unsanitary.

South Brandywine: Unsafe storage. Use of showers for storage.

South Brandywine: Access/egress routes blocked. Unsafe conditions.

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February 2015

South Brandywine: Missing HVAC dampers. Dampers are filthy. Poor custodial and maintenance performance.

South Brandywine: More dampers broken. Poor custodial and maintenance performance.

South Brandywine: Example of poor paint

conditions throughout the district. South Brandywine: Damaged door jamb. Damaged flooring. Poor maintenance conditions.

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February 2015

South Brandywine: Accessible wiring. Safety hazard.

South Brandywine: Broken shades and blinds; throughout district. Condition has existed for 3 years. Poor maintenance performance.

South Brandywine: Example of ongoing roof leaks. Stained ceiling tiles.

South Brandywine: Unsafe conditions. Damaged flooring. Exposed and accessible wiring.

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February 2015

South Brandywine: Extremely hazardous and unsafe conditions. Exposed electrical wiring. Exposed data cables in classroom.

South Brandywine: More unsafe and hazardous classroom conditions.

South Brandywine: Poor grounds maintenance. Weeds/shrubs permitted to overgrow perimeter areas blocking windows.

South Brandywine: Extremely hazardous conditions. Unsecured electric panel. Circuit breakers accessible.

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February 2015

South Brandywine: Unsafe. Trip/Fall hazard. Poor building maintenance techniques.

South Brandywine: Blocked access/egress. Unsafe conditions.

South Brandywine: Poor sanitation. Poor custodial services. Poor maintenance.

South Brandywine: Unsafe conditions. Exposed wiring. Poor installation.

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February 2015

South Brandywine: Wall damage. Possible stress fracture. Poor building maintenance.

Kings Highway: Dangerous situation. Trip hazard. Poor maintenance.

Kings Highway: Incomplete electrical installation. Unsafe conditions.

Kings Highway: Poor building maintenance. Weakened gutter system. Loss of support. Rotted wood facia.

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February 2015

Kings Highway: Unsafe conditions. Fire hazard. Poor storage technique.

Kings Highway: Poor floor care. Floor tiles do not match. Asbestos floor tiles.

Kings Highway: Extremely hazardous. Safety issue. Electrocution hazard. Unsecured electrical panel. Poor custodial and maintenance performance.

Caln Elementary: Poor grounds maintenance. Vines growing on walls and into eaves.

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February 2015

Caln Elementary: Deteriorating siding on classroom trailers.

Caln Elementary: Deteriorated screen on classroom windows. Poor building maintenance.

Caln Elementary: Unsafe conditions. Broken bannister on wooden stairway into classroom trailer.

Caln Elementary: Unsafe conditions. Damaged skirting on classroom trailers. Possible rodent access.

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February 2015

Caln Elementary: Damaged soffit. Weather (water) access/infiltration. Potential leaks.

Caln Elementary: Unsafe condition. Damaged electrical floor outlet in hallway.

Caln Elementary: Extremely unsafe condition. Possible electrocution hazard. Poor maintenance and custodial services.

Caln Elementary: Unsafe condition. Trip/fall hazard. Poor maintenance and custodial services.

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February 2015

Caln Elementary: Door to bathroom is missing. Unclean and unsanitary conditions.

Caln Elementary: Unsafe conditions. Trip/fall hazard. Missing and broken tiles.

Caln Elementary: Water damaged tiles, boxes and plaster board. Possible mold growth. Unclean and unsanitary conditions. Poor custodial and maintenance performance.

Caln Elementary: Deteriorating wall conditions. Water infiltration. Oxidation of plaster and cement materials. Poor building maintenance.

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Documents

Coatesville Area School District Facilities and Operations ... · Ron Kabonick, Business Administrator . Joe Lubitsky, CCIU Director of Administrative Services . ... 2014-2015 Estimated