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Maintenance Department C.I.P.P. |
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Muskogee Public Schools |
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Process Evaluation |
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Maintenance Department Vision Through our leadership Muskogee Public Schools will have facilities which incorporate the latest in technology, energy conservation, space design, and accessibility which facilitate and enhance learning. Our community, faculty and students take pride in our facilities making sure necessary funding is provided to maintain our facilities for the future. Innovations in design are achieved through community support and involvement. To implement planned and routine maintenance programs which will extend the useful life of all buildings and prevent premature capital outlay for replacement. Through managed maintenance the Maintenance Department will support the facilities to provide the community with a safe environment conducive to teaching and learning. “MAINTAINING THE PAST AND PREPARING FOR THE FUTURE”
Work Order system The Maintenance Department in 2009 converted from work orders off the AS400 to an internet based work order system. Everyone in the district can put on a work order utilizing a simple pull down menu. The work order is them routed to the building principal for approve then routed to the maintenance office for assignment. The work orders are then checked and assigned by the Director of Maintenance. Each work order is then assigned to a maintenance employee. The Maintenance Department completes an average of over 5,000 work orders per year, which may involve everything from a small repair of an electrical plug to moving walls or remodeling for computer labs. A work order may require three or four different maintenance crafts to complete and may involve from 15 minutes to several weeks of labor. Maintenance work order system address https://www.quecentre.com/mpsi20/
Energy Management In 2004 Muskogee Public School entered into a performance contact with Honeywell Energy management systems. The contract included the installation of the latest energy management software available from Honeywell International which was the EBI System. The system head end of the computer system would be located on two servers located at the Maintenance Department. Each site would be able to override system for extended hours and activities by remote access into the system.
The project also included the retrofit of 9,119 light fixtures to energy efficient T-8 bulbs. This retrofit also provides replaced bulbs and ballast for the first five years of the program. The exit lights were also replaced with L.E.D. fixtures at all sites. The program is based on a ten year payback schedule with an annual payment of $211,000.00. The program has average exceeding projected savings by at least 10% each year.
In 2009 Muskogee public Schools started the Go-Green Initiative. The implementation of the Go-Green initiative is the joint responsibility of the Board, Administration, Staff and Students and its success is based on cooperation at all levels. The district will maintain accurate records of energy conservation and cost of energy and will provide information on the goals and progress of the energy conservation program. The Principal will be accountable for energy management on his/her campus. The use of the various energy systems of each campus will be the joint responsibility of the Principal and Director of Facilities to ensure that an efficient energy posture is maintained on a daily basis. Energy audits will be conducted and conservation program outlines will be updated monthly.
Site Inspections Our goal in the Maintenance Department is everyone to be focused on the same needs for improvements in our facilities. To help accomplish this task the Custodial Supervisor and the MHS Campus Liaison perform building inspections. The inspection is prepared on an inspection document that is shared with Custodial staff or subcontractor, Principal, Director of Maintenance, and Assistance Superintendent so all will be aware of areas of concern. This document is reviewed within two weeks to make sure necessary progress has been made in areas of concern.
Custodial Supplies Each year we review custodial supplies before preparing the annual bid list for supplies. Our goal is to purchase supplies which are the best value taking into account performance of the produce over cost. Custodial cleaning chemicals are purchase in sealed container which also serves as ready to use dispensers. This type of product is safer be not allowing the employee to come in contact with the full strength product. School Bond Issues The first Bond issue since I have been with Muskogee School was presented to the community in 1994 and was passed by a narrow margin. This narrow margin was mainly due the bond issue contained only repair type works no new facilities as had been done in the past. This bond issue did not contain one square foot of additional space but was fully directed at maintaining what the district already had. The projects were completed under budget and with no change orders providing the base of accountability for the funding and the continual need for improvement. This was the start of five consecutive bond issues that saved and changed the facilities of Muskogee Public Schools.
Without the passing of school bond issues the facilities in Muskogee Schools will not be able to be maintained. If the entire building fund was freed up from salaries, lease purchase and utilities it would only provide around $500,000.00 to maintain facilities. This would not provide the necessary funding for large repairs needed on facilities such as boilers, chillers, roofing, structural, parking lot and other necessary repairs needed to maintain our facilities.
Without bond issues there would be not vision for the future. The facilities would be in a state of minimal repair with no plans for changes in enrollment, athletics, technology or innovation. Success in implementation of past on issues have provided a good foundation for the future of Muskogee Public Schools. Construction Planning, Review & Oversight The goal of the Muskogee Schools is to have open communications with the potential occupants of a facility during the planning stages. We establish a site committee on each construction site which can be as involved as the committee wish to be on the project. It is essential the committee is involved in the planning stages with the Director of Maintenance and the Architects prior to design. After completion of the input stage we move to plan development. A draft of the proposed renovation or construction project is presented to the committee for review. This is only of the most productive stages of the process because we discover how clear the communication and understanding was during the planning stages. Depending on how many changes need to be made the committee meets until the committee as a hole is comfortable with the design. The Architect will them start the full development of the plans with the engineers.
Before the plan is sent out for competitive bid the goal is for the Maintenance Department to review plans. During this phase the district electrician, plumber and H.V.A.C. technicians review the plans and make necessary notes for the Director of Maintenance. The Director of Maintenance consolidates the comments and continues the review process. I list of noted items are then sent to the Architect and Engineers to make necessary changes in the construction documents. If this stage cannot be done prior to the bid going out the items are addressed through an addendum. Before construction begins on a project we have a pre-construction meeting to go over necessary information and exchange necessary documents. It is made clear during this meeting that the Director of Maintenance will be the owner’s representative to eliminate problems of too many people at a site giving direction. The contractor is informed to direct all questions and concerns to the Director of Maintenance then they can consolidate the information and concerns and provide directions to the Architect and Contractor.
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