SHELBY COUNTY SCHOOLS Maintenance Technician's Monthly Inspection Report

School: ------------------

I. Preventive Maintenance Checklist for Building Exterior Inspection:(Check indicates complete inspection) Date of Inspection: ____ _

II.

Item Work Order# and Date

_Stairs, stairwells, handrails, handicapped ramps _Canopies and/or walkways, sidewalks _Playground equipment, hard surface courts _Driveways, parking lots, bus parking, markings, signs _Under pinning, fencing

Exterior walls -

_Shrubbery, trees, grass _Storm sewers, drainage ditches

Water tank _Septic tank filter bed _Manholes, walls, pumps, vegetation _Sludge, sand conditions, siphons _· Surface pipe, general appearance and/or odor

Foundation _Awnings/sheds _Area and exterior lights

Preventive Maintenance Checklist for Building Interior Inspection: (Check indicates complete inspection) Date of Inspection: ____ _

Item Work Order # a.nd Date _Stairs, stairwells, handrails, handicapped ramps _Ceilings, stains, missing/sagging/broken tiles, cracks _Walls - paint condition _Flooring - carpet/tile condition, hazards, baseboards _Doors, windows - all interior/exterior related hardware

Water coolers _Restrooms, floor drains, loose seats, loose partitions _Valves, flush valves, traps, hazards, vacuum breakers _Master control panel, clocks _Fire extinguishers - tag dials or meters _Fire/security alarms - all sensors and/or alarm parts _Interior lighting, emergency lighting _General appearance of building

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SHELBY COUNTY SCHOOLS Maintenance Technician's Monthly Inspection Report continued .. , School: __________ _

III. Preventive Maintenance Checklist for Building Interior Inspection: (Check indicates complete inspection) Date of Inspection: ____ _

Item Work Order # and Date

Entrance _Floor covering _Seating/furnishings

Walls Windows

_Ceilings Electrical

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Intercom _Plumbing _Cabinets/countertops _Individual cooling/heating apparatus _Exhaust systems

IV. Preventive Maintenance Checklist for Common Areas: Restrooms, Lunchroom, Auditorium, Gymnasium, Locker Rooms, Hallways, Offices, etc.: (Check indicates complete inspection) Date of Inspection: ____ _

Item Work Order# and Date Entrance

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_Floor covering (

_Seating/furnishings Walls

-

Windows-_Ceilings

Electrical -

Intercom _Plumbing _Gym bleachers-safety, operability, missing parts, cleanliness _Auditorium-seats, stage, lights, floors, walls, ceiling, lighting equipment _Cabinets/ countertops _HV AC (is your filter schedule up to date) _Exhaust systems

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SHELBY COUNTY SCHOOLS Maintenance Technician's Monthly Inspection Report continued ... School: ------------

v. Preventive Maintenance Checklist for Roof Inspection: (Check indicates complete inspection) Date of Inspection: ___ _

Item Work Order# and Date

_Signs of leaks Alligator signs Cracks

_Expansion joints, eaves/soffits _Gutters, flashing _Runs of asphalt or tar

-Gravel condition

Overall Comments:

---- ----- ---==========-=============-------------

Principal Signature Maintenance Technician Signature

Date Submitted

White Co : Tomm Gamble Pink Co : Princi al Yellow Copy: Maintenance Technician

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Technician: School: Date:

Preventive Maintenance Checklist for Kitchen Equipment: (check in the box indicates inspection has been completed to specifications)

1. Maintain dish machine monthly to keep operable at all times.□ Lubricate motors and pumps. Check all water valves. Check amperage on tank heater elements. Check spray arm portholes. Check booster heater if applicable. Check and adjust conveyor (where applicable). Check drain assembly. Check curtains.

2. De-lime Booster Heater at least twice a year. D (First week of January and first week of July) Summer and winter inspection.

3. Grease Fittings and bearings on conveyer twice a year. □ (First week of January and first week of July) Summer and winter inspection.

4. Check Electrical Connections on all heating elements monthly.0 Clean all burners. Clean and check all pilots.

De-lime sink sanitizer twice a year. D (First week of January and first week of July)

Maintain somat disposals on a regular basis. 0 Check for proper operation and lubricate per manufacturer's specifications. Check oil in gearbox or extractor twice a year. Change blades or rotate around on impeller, chipping block and cutting ears twice a year.

7. Maintain all refrigeration equipment on a regular basis.0 (walk-in freezer, walk-in cooler, pass thru cooler, milk boxes, ice machines, serving bars) Clean condensing coils. Lubricate fan motors. Clean evaporators. Clean drain lines. Check doors and gaskets. Check outside thermometers. Check amperage on drain pan heaters. Check high/low pressure switch. Change all water filters yearly. (Run ice machine cleaner through ice machines every six {6} months)

8. Clean deep fryers and ranges weekly. D Grease all rods on basket lifts as needed. Keep fryer free of all grease buildup. Clean burners. Clean and check pilots. Calibrate thermostat. Check high limit switch. Paint surfaces if needed.

9. De-lime boiler in the combi-oven weekly. □ (preferably every Friday) The lunchroom may assist you with this if you so choose. It is recommended this be done every Friday.

10. Keep serving counter's operable daily. D Check heating elements. Check thermostat. Check humidifier. Check power cords. Check door gaskets.

11. Clean and ad;ust burner on tilting skillet monthly. D Lubricate

crank assembly. Calibrate thermostat.

12. Clean and lubricate slicer monthly or as needed. D Check

power cord and switch. Check motor and drive assembly. Sharpen blade.

13. Clean and lubricate mixer monthly or as needed. D Lubricate

saginaw screws. Check oil level. Clean and lubricate bowl lock pawls. Check electrical power cord.

14. Check for proper operation o(garbage disposal weekly□

Lubricate per manufacturer's specifications.

Technician Signature: ______________ __ _

Date: -----------------

Comments:

Shelby County Board Of Education Facilities & Maintenance Department

125 Industrial Parkway Columbiana, AL 35051

(205) 682-7100 Telephone(205) 682-7105 Telex

MEMORANDUM

Please create a schedule for all existing HVAC units at your facility. Following this memo is a blank format to list each unit by number and location the unit senlices. Be specific in all maintenance performed and indicate dates that filter changes are made. Make several blank copies of this inspection schedule. Inspections are your responsibility for documentation should the maintenance of HVAC units be questioned when technical difficulties are encountered. A copy of all documentation regarding routine inspections is to be kept in your office for future reference should Tommy Gamble wish to review them.

The Facilities & Maintenance Department is here to assist you with any difficulties and/or major repairs that need to be made. All correspondence regarding repairs and request for replacements are to be directed to this office.

Once again, the regularly scheduled maintenance and documentation regarding all HVAC units are of the utmost importance and your responsibility.

TG/csr

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School/Facility:----------------------------------

Technician: Date:

Unit Area Unit Filter Size Checked Next Filter Comments: ALL Applicable lnformation ... (in

Number Cools Belts and/or Change need of freon, changed fuse, cleaned coils, etc.)

Motor Date

Principal Signature:-----------------------------------

Shelby County Board Of Education Facilities & Maintenance Department

125 Industrial Parkway Columbiana, AL 35051

(205) 682-7100 Telephone(205) 682-7105 Telex

WWW.SHELBYED.K12.AL.US

MEMORANDUM

July 28, 2008

To: All School Principals and Maintenance Technicians From: Tommy Gamble, Maintenance Supervisor Re: Preventive Maintenance to all cooling apparatus

As you know, a new school year is quickly approaching. At the beginning of each school year our most common area of difficulty is maintaining proper cooling to our buildings. In order to avoid the majority of problems that are sure to develop, please utilize the information provided below and complete this checklist on all cooling apparatus to be sure everything is running properly. Please notify the Facilities & Maintenance Department ·of any unit that you need assistance with and have requested a work order so that we are not backlogged from the start. This will make the beginning of a new school year less demanding on all of you as technicians.

Apply the task list provided below where applicable.

Description: Air Compressors, Air Handler Units, Condensing Units, Exhaust Fans, Cooling Tower and Circulating Pumps (also include cooling apparatus's temporarily assigned to portable units)

Task List: 1. Change filters D 9. Motors D2. Airflow blockage D 10. Belts D3. General appearance D 11. Water flow D4. FansD 12. Clean grills D5. Electrical connections D 13. Couplings D6. Sign ofleaks D 14. Lubrication D7. Cabinet conditions D 15. Clean coils D8. Electrical connections D 16. Check condensation drains D

Thank you for your quick response and remember to keep a copy of your individual preventive maintenance inspections should the Facilities & Maintenance Department need to reference them during future maintenance.

Shelby County Board Of Education Operations Maintenance Department

125 Industrial Parkway Columbiana, AL 35051

(205) 682-7100 Telephone (205) 682-7105 Telex www .shelbyed.kl 2 .al.us

MEMORANDUM

January 10, 2008

RECEPIENT OF FAXED DOCUMENT: PLEASE HAND

DELIVERY TO YOUR SCHOOL TECHNICIAN IMMEDIATELY

TO: All School Principals and School Maintenance Technicians FROM: Randy Reeves, Facilities Coordinator RE: Preparing all school facilities for the upcoming weather predictions

Due to the predicted path of severe weather, it is imperative that you take all necessary precautions in protecting our facilities and equipment. We urge you to take immediate action to specifically check all downspouts, eaves, gutters, roof scuppers, roof surfaces and storm drains for leaves and/or debris. It is a MUST that all gutters, etc. will flow freely. Check all windows and doors for proper securUy from the upcoming rains. Please confirm exterior athletic restrooms, concessions and all grounds water facilities are properly protected, etc. Please move all loose material such as trashcans, carts, outdoor sporting equipment, loose playground equipment, etc. that will not withstand winds in excess of 30 to 40 miles an hour.

Please be sure that all pagers are worn and equipped with new batteries. Should any emergencies arise you will be contacted with specific instructions to ensure the safety of our children, staff and facilities.

Please respond immediately to the above outlined request.

Thank you for your complete cooperation in protecting our facilities in their entirety.

Shelby County Board Of Education Operations Maintenance Department

125 Industrial Parkway Columbiana, AL 35051

(205) 682-7100 Telephone(205) 682-7105 Telexwww.shelbyed.kl2.al.us

MEMORANDUM

August 29, 2005

RECEPIENT OF FAXED DOCUMENT: PLEASE HAND

DELIVERY TO YOUR SCHOOL TECHNICIAN IMMEDIATELY

TO: All School Principals and School Maintenance Technicians FROM: Tommy Gamble, Maintenance Supervisor RE: Preparing all school facilities for the upcoming weather predictions

Due to the predicted path of hurricane Katrina, it is imperative that you take all necessary precautions in protecting our facilities and equipment. We urge you to take immediate action to specifically check all downspouts, eaves, gutters, roof scuppers, roof surfaces and storm drains for leaves and/or debris. It is a MUST that all gutters, etc. will flow freely. Check all windows and doors for proper security from the upcoming rains. Please confirm exterior athletic restrooms, concessions and all grounds water faciiities are properly protected, etc. Please move all loose material such as trashcans, carts, outdoor sporting equipment, looseplayground equipment, etc. that will not withstand winds in excess of 40 to 70 miles an hour.

As the outcome of hurricane Katrina is unpredictable, please be sure that all pagers are worn and equipped with new batteries. Should any emergencies arise you will be contacted with specific instructions to ensure the safety of our children, staff and facilities.

Please respond immediately to the above outlined request.

Thank you for your complete cooperation in protecting our facilities in their entirety.

Shelby County Board OfEducation Facilities & Maintenance Department

125 Industrial Parkway Columbiana, Al 35051

(205) 682-7100 Telephone (205) 682-7105 Telex www.shelbyed.k12.al.us

MEMORANDUM

According to the State Department of Alabama, Division of Risk Management, all fire extinguisher apparatus' require monthly inspections. Although we have been inspecting them on a monthly basis in the past, as well as having Safe� First inspect them yearly, we must begin to identify on the individual tags as to when we last inspected each and every fire extinguisher.

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It is by the order of the state that we date every tag of every fire extinguisher throughout each facility on a monthly basis. In addition, a checkmark is no longer sufficient on your School Technicians Monthly Building Inspection Reports. In the future, please indicate an exact date as to when you completed marking by hand the monthly inspection to all fire extinguishers in your building.

Shelby County Board Of Education Facilities & Maintenance Department

125 Industrial Parkway Columbiana, Al 35051

(205) 682-7100 Telephone (205) 682-7105 Telex www.shelbyed.k12.al.us

MEMORANDUM

Please be advised all portable units located at school sites have an assigned identification number from the State Board of Education. These numbers are physically written somewhere on the body of the portable unit (on the interior above the doorframe, inside the electrical panel, etc.). It is your responsibility that these number are easily accessible for future reference and. easily identifiable for 'work order request' via the A CT Requestline software utilized by your school maintenance technician. (Most importantly if it is a leased unit)

It is perfectly acceptable if your school administrator chooses to assign specific numbers for onsite purposes (Trailer #1, Trailer #2, etc.), however, we must still have the state,assigned numbers easily accessible when a work order request is responded to by all Facilities & Maintenance Personnel.(Most importantly ifit is a leased

. unit)

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Shelby County Board Of Education Facilities & Maintenance Department

125 Industrial Parkway Columbiana, AL 35051

Telephone (205) 682-7100 Telex (205) 682-7105

www.shelbyed.kl2.al.us

Security Personnel Agreement: Schoolmaster/Grandmaster or Yale/Best/Sargent/Room Keys and/or assigned Keypad Number

I, the undersigned, acknowledge receipt of the keys designated herein. I also agree not to loan, transfer, give possession of, misuse, modify or alter the above keys and/or keypad number. I further agree not to cause, allow or contribute to the making of any unauthorized copies of the above keys. I also agree to be personally liable and keep silent the Keypad Number to operate the electronic keypad system assigned to me herein.

I understand and agree that violation of this agreement may render me responsible for the expenses of a re-lock for the affected areas. I understand it could take a maximum of 30 days should the assigned keypad number require reprogramming. I also understand that a repeat offense may result in further disciplinary action being taken against me.

Shelby County School Location-------'-------------------

Assigned Key# __________________________

Assigned Keypad Identification # ____________________

Employee Printed Name ______________ ________ _

Employee Signature ________________________ _

Date