Achieving Excellence in Custodial Operations

Measures of Effectiveness

Terry TaylorGresham-Barlow School District

terry_taylor@gbsd.gresham.k12.or.us

Mission

To provide a clean, safe, healthy learning environment

Give your Distric Mission StatementGive your Distric Mission Statement

““A World Class Education for All Students”A World Class Education for All Students”

Staffing

Current staffing and proposed staffing with a plan

52.2 FTE Custodial Staff 08/09 school year

40-42 FTE Custodial Staff for 09/10 Proposed

Department Goals Clean, Safe, Healthy Learning

Environment Customer Satisfaction

StaffStudentsCommunity

Fiscal Responsibility Employee Safety Good Department Communication

Common Understanding

Strong Employee MoraleRespected and Valued Opportunities for Professional Growth via mentorship and/or involvement with project custodial team work

Clean, Safe, Healthy Learning Environment

Established District Standards“Cleaning for Health”

Started with OS1 Cleaning for Health ProgramNow continue the similar cleaning processes and standards

throughout the district. Implement “Touch Point Cleaning”

References Industry StandardsAmerican School & University PublicationSchoolDude Community (MySchoolDude)ISSA 447 standard cleaning times

Utilizes Green Cleaning Practices & Products Collaborate w/State & Local Health Districts

Coordinate the cleaning of our schools with standards with Health agencies. Hand wash campaign and flu season awareness

Clean, Safe, Healthy Learning Environment

Measures of Effectiveness Uniform Performance Standards

Elementary SchoolsMiddle SchoolsHigh SchoolsSupport Facilities

Common Level of Performance Expectations Situational Health Cleaning Responses

Clean “Touch Points” during Cold and Flu SeasonCollaborate Indoor Air Quality ProgramCollaborate Integrated Pest Management ProgramImplement Top Down Cleaning Program at Breaks

Did You Know?Did You Know?Custodial Department personnel clean over 1,000 toilets/urinals daily, Custodial Department personnel clean over 1,000 toilets/urinals daily, which equates to over a quarter of a million annually. which equates to over a quarter of a million annually.

Customer Satisfaction

Define WHO is the Customer School or Site Staff

StudentsCommunity

Principal manages today within their building Define WHAT Customer Needs

Principal and staff are now customersStudentsCommunity

Facilities Dept would manage resources across the district

Understand WHEN Customer Needs ItRespond to Customer Needs In Polite, Timely Manner.

Customer Satisfaction Measures of Effectiveness Positive Customer Support for Department

Monitor Work Order StatusMeet w/Principal & Head Custodian AnnuallyMeet with Head Custodians MonthlyMeet with entire Custodial Staff 2-3 times a year

Minimal Customer ComplaintsClean Rooms/AreasGood Indoor Air QualityMinimal Student/Employee AbsenteeismNo Environmental Borne Illnesses

Implement Inspection ProcessSchool level inspectionDistrict level inspection

Implement Customer Service SurveyPrincipal FeedbackTeacher and Staff FeedbackCommunity opportunity Feedback

Fiscal Responsibility Non-Salary Related Costs

Custodial Cleaning Supplies & Equipment Equipment Repair & Maintenance Contract ServicesOffice Supplies

Did You Know?Did You Know?Facilities staff repair the District’s custodial equipment, Facilities staff repair the District’s custodial equipment, saving precious $$$ resources.saving precious $$$ resources.

Fiscal Responsibility Salaries and Benefits

52.2 Full-Time Staff Members7 Staff Members with District 20 Years or Longer

Young staff in comparisonContractual Obligations

Substitute Custodians change of management5-10 On-Call Custodians (Goal) using recall staff

Fiscal ResponsibilityMeasures of Effectiveness Within Budget Establish Special Projects Committee

Evaluate new products and equipmentEvaluate new and improved cleaning systems

Support District Program NeedsCurriculumSpecial EducationAthletic Events

Nutrition ServicesCamp Invention-Summer SchoolArt Institute- Summer SchoolExtended School Year-Summer SchoolJump Start-Summer SchoolStrong Start- Summer School

Other ProgramsSundown CrossroadsGBEFCAFEMESD Early ChildhoodAdult Living ProgramChurches

Fiscal Responsibility

Measures of Effectiveness

Collaborating with Facilities Department to Select Products Achieving Product Manufacturers Identified Life Cycle

Identifying Products and Equipment to Reduce Labor Costs

Special Projects Committee Confirming Employee Productivity by Pilot Testing

New Equipment and Cleaning Products Special Projects Committee

Fiscal ResponsibilityCustodial Department Areas of Concern Staffing Cafeteria Tables

Continue the Replacement Plan30 lbs to lift a working table and 70 lbs to lift a worn out table

IAQ Complaints & Investigations After Hour Graffiti/Vandalism

Working w/Grounds Crew Graffiti Removal Special Education Program Needs

Touch Point Cleaning-Establish a documented process Community School Needs/Other Programs

Churches, Coordinating Cleaning Products

Did You Know? Did You Know? That a clean, healthy environment directly contributes to less staff That a clean, healthy environment directly contributes to less staff and student absentees and higher test scores?and student absentees and higher test scores?

Employee Safety Building Occupant Safety

Green Cleaning ProgramSemi Annual Asbestos SurveySchoolDude Work Order RequestsCleaning for Touch Points

Physical Plant SecurityExterior Building Check implemented DailyInterior Building Check implemented DailyFire Extinguisher Reports Implemented MonthlyBuilding Inspection ReportPlayground Inspection ReportVandalism Report as Needed

Worker SafetyAnnual Custodial SeminarAnnual Asbestos Awareness TrainingAnnual First Aid/CPR TrainingAnnual Blood Borne Pathogen TrainingMonthly Safety Training

Employee Safety

Measures of Effectiveness Reduced Staff/Student Absenteeism Reduction in Custodial Work Loss Claims Reduce Hazardous Materials within the Building Reduction in Building Vandalism/Theft Implement Surveys to align expectations with real

building information and labor resources

Employee SafetyCustodial Department Areas of Concern Lifting Heavy Items

Training Night Custodian Exiting

Providing Exterior Lighting Personal Furniture in the Classroom

Environment Equipment information training Product information and training New and improved cleaning process

information and training

Good Departmental Communication

Promote DialogueSpecial Projects Quarterly MeetingsMonthly Head Custodian Meetings

Problem SolvingSpecial Projects-hears from their peers and talk through problemMonthly Meetings-share problems and or concern with Head

Custodians Facilitate Opportunities to Meet w/Peers

Dialog w/CustodiansOSFMA ConferenceDistrict Provided TrainingOutside Training if needed an applicable

Good Departmental Communication

Measures of Effectiveness Common Level of Understanding Strong Employee Moral

Did You Know?Did You Know?The Custodial Department time standards for vacuuming is The Custodial Department time standards for vacuuming is 10 minutes, per 1,000 sq .ft. for an unobstructed area and 10 minutes, per 1,000 sq .ft. for an unobstructed area and 14.5 minutes for a highly obstructed area; the average home 14.5 minutes for a highly obstructed area; the average home is 2,000 sq. ft.is 2,000 sq. ft.

Good Department Communication

Custodial Department Areas of Concern Multiple Sites (19 Schools & 3 Support Buildings) Defining Principal vs. Supervisor Roles of

Responsibility Implement Regular Principal Head Custodian

Meetings to confirm Cleaning and Expectations are aligned and being met

Strong Employee Morale

Promote Personal and Professional Growth Valued

Input

Celebration Professional Growth Opportunities

Opportunity to be on Special Project TeamOSFMA Conference Attendance possible

Custodial Department

Measures Of Success Meeting or Exceeding Department Goals

Clean, Safe, and Healthy Buildings Budget/Planned and Actual

Maintain Good Fiscal Stewardship Customer Satisfaction

Respond to Customer Requests In a Timely and Respectful MannerReview Customer Service Survey information and be responsive

Employee MoraleHigh Employee Retention

““A World Class Education for All Students”A World Class Education for All Students”