Long Range Facilities Maintenance Plan
Since we know that routine and unexpected maintenance demands will arise due to aging facilities and systems. Cleburne ISD must proactively develop and implement a plan for dealing with the inevitability of the unexpected. Consequently, we must plan to meet the challenges of effective facilities maintenance. It is simply too big of a job to be addressed in a haphazard fashion. The consequences of not planning can affect teaching and learning, student and staff health, day-to-day building operations, and the long-range fiscal outlook of our district. Attached is a long-range maintenance plan for many of the district's facility related items. This plan was developed using industry standard life cycle estimates for equipment and building systems.
Facilities maintenance doesn't occur in a vacuum. All grounds and buildings belong to Cleburne ISD, not our maintenance department. The maintenance department's job is to ensure that facilities and grounds are in adequate condition to support the mission of the district. Therefore, day-to-day maintenance activities must be guided by a district facilities maintenance plan that is informed by and aligned with a larger organizational plan. Without a coordinated plan, it is impossible to know whether day-to-day maintenance operations support current and future organizational priorities.
There is no question that maintaining our facilities cost money, but regular facilities maintenance produces savings by:
- Decreasing equipment replacement costs over time
- Decreasing renovation costs because fewer large-scale repair jobs are needed
- Decreasing overhead costs (such as utility bills) because of increased system efficiency
Effective school facility maintenance planning can:
- Improve the cleanliness, orderliness, and safety of Cleburne ISD's facilities
- Reduce the operational costs and life-cycle cost of our buildings
- Helps us as a district to deal with limited resources by identifying facilities priorities proactively rather than reactively
- Extend the useful life of our buildings
Comprehensive Maintenance Plan for CISD District Facilities (Created November 2015)
- Cleburne ISD Board of Education
- 1. Introduction and Purpose
- 2. Maintenance Scheduling Charts
- 3. Preventive Maintenance Program
- 4. Facilities Inventory
- 5. FY 15/16 Approved Budget for Maintenance & Operations
- 6. Maintenance Vehicle Inventory
- 7. Facility Contact Information
Cleburne ISD Board of Education
1. Introduction and Purpose
- Introduction
- Purpose of the Plan
- Primary Objectives of the Maintenance Program
- Levels of Maintenance and Related Cost Factors
- General Maintenance Methods
- Maintenance and Operations Organization
Introduction
Cleburne Independent School District has established an inventory of facilities and contents that are currently assessed at approximately $220,873,827 with approximately 1,373,405 square feet of floor space. This represents an important and vital segment of the education process of Cleburne ISD. It is the responsibility of the district to provide properly maintained and furnished educational environments. This can only be accomplished through efficient, timely, and economical maintenance of our facilities and grounds.
This report provides an overview of the scheduled maintenance of all buildings, identifies objectives of the maintenance program and presents the maintenance and operations budget.
In the sections that follow, elaboration and details are provided that are illustrative of the long range planning for school building maintenance for Cleburne ISD. We will continue to strive for improvement to the procedures and practices stated within the plan.
Purpose of the Plan
This comprehensive maintenance plan is established to help identify, improve and develop the plant maintenance program of Cleburne ISD. Educational programs and services mandate that their instructional delivery be presented within educational facilities that provide a safe and healthy environment. The mission of all District Operations Departments is to ensure that the proper environment is provided while managing the efficient use of all resources.
Primary Objectives of the Maintenance Program
The overall objective of the maintenance program is to maintain, throughout its expected useful life, the interior and exterior of school buildings, the grounds including parking areas, and all fixed and moveable equipment through preventive maintenance and repairs. Further, this objective is specifically intended to provide:
- Buildings and their components which function safely and at top efficiency.
- Facilities and equipment which greatly minimize the possibility of fires, accidents, and safety hazards.
- Continuous use of facilities without disruptions to the educational programs.
- Protection of district property through proper planning, scheduling, and preventive maintenance.
- Provide quality management of maintenance projects and tasks.
- Conservation of energy through utilization of the latest technology and energy conservation measures.
- Insure a quality maintenance program through effective management and efficient utilization of resources.
- Provide the best indoor air quality possible by maintaining a physical environment that supports the needs of the instructional program, staff, students, other users, and visitors who use school facilities and grounds.
Levels of Maintenance and Related Cost Factors
There are a variety of factors associated with the desired level of school building maintenance which relate directly to the available resources. These include: Age of facility, age of equipment, available manpower, current level of funding, and facility use beyond that of the regular school day. In order to assess the impact of required school building maintenance efforts, the following factors are presented:
1. Building Use
School buildings may require various levels of maintenance due to the varied use of the facilities. The maintenance effort and cost for school facilities can often be traced to the extent of the facilities use, the type of facilities use, an effective Director of Maintenance and community user respect. This is essentially true of the school buildings in Cleburne ISD that have extensive community-use patterns. Respect and care by the building users usually results in few dollars required for maintenance.
2. Building and Equipment Design
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Design simplicity and equipment accessibility as related to performing repairs and preventive maintenance
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Quality and maintainability
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Ease of component replacement and repair parts availability
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Maximum operating efficiency of all mechanical components and maximum energy efficiency of all mechanical/electrical systems
3. Building Codes
Various federal, state and city codes (Building, Safety, Fire, Health, ASHRAE, ADA and indoor air quality) change from time to time. These standards must be adhered to in order to insure a safe, accessible and healthy building environment for students, employees and the public. Maintaining compliance with these code modifications is certainly a cost factor that must be considered in addition to regular building maintenance.
4. Advances in Technology
New technology and energy savings measures related to building equipment and components need to be carefully considered and incorporated into the building maintenance program in order to insure a more cost effective level of maintenance. These new technological advances may require the development of revised maintenance and operations procedures and may reduce operating costs. While such advances may show a first time or one time increase in the maintenance budget, there may be significant long-term decrease in the plant operations budget or increase in life.
5. Condition of Existing School Buildings
The condition of existing school facilities need to be considered as well as frequency of use of facilities beyond the normal school day when evaluating the overall maintenance effort. These factors create a significant impact to the plant maintenance program to provide adequate funding, staffing, and effective building maintenance.
6. Service Standards
Maintenance service standards for school facilities are best established through adequate program administration and supervision, effective employee selection and training and maintaining employee performance within the organization. The overall scope necessary for adequate plant maintenance procedures and services is highlighted in the charts shown in Section II and Section III. They are intended to reflect scheduled service standards and routing preventive maintenance procedures.
7. Operational Considerations (Preventive Maintenance)
The operations component in the individual school (often referred to as a Custodial Services) is an important consideration in assessing overall maintenance levels and determining costs associated with building maintenance. An effective building operation function should complement the centralized plant maintenance function to provide an overall effective plant maintenance program. Cleburne ISD has developed and implemented such a plan. We feel this combined effort is providing an effective plant maintenance program.
In Summary, all of the above-mentioned factors have a direct impact on establishing a cost-effective plant maintenance program that meets the requirements of today’s educational environment.
General Maintenance Methods
There are several methods for performing required building and equipment maintenance that have proven to be cost-effective and are presently being utilized at Cleburne ISD. They include:
- Utilization of a centralized maintenance in-house workforce
- Effective use of district personnel to perform preventative maintenance
- Utilization of outside contractors and service agreements as needed
A full-time district maintenance workforce provides the following services:
- Emergency response to power failures, plumbing, heating, and air conditioning failures.
- Monitoring energy management with state-of-the-art computerized system.
- Interior and exterior painting.
- Carpentry, electrical, plumbing, HVAC service, and minor roof repairs.
- Grounds maintenance, mowing, landscaping, etc.
- Minor building modifications.
- Vandalism repairs.
- Maintenance and repairs to fire and security systems.
- Hardware maintenance and repairs.
- Utilize a computerized maintenance management system (School Dude)
Approximately 50% of our full-time maintenance personnel are assigned by specific trade area, i.e., electrician (licensed), plumber, HVAC tech (licensed) and etc. 39% of those employees are crossed-trained in several trades to allow for emergency substitutions when the need arises. Each of these tradesmen develops an in-depth familiarity with their respective assignments. In addition, this familiarity also includes the operation of equipment in each facility. The importance of having trained personnel who are highly capable and readily available constitutes many advantages regarding timely response and maintaining facilities in a safe and ready condition for student use.
The contracted services component relates to the following areas:
- HVAC chiller service (Wheat MS)
- Kitchen fire hoods, service and inspection
- Elevator maintenance and inspection
- Energy management control service
- Fire sprinkler systems maintenance and inspection
- Roof repair and inspection
- Fire extinguisher inspection and service
- Fire and security monitoring
- Bleacher inspection
- Plumbing repairs (major)
Facility Information Management Systems (FIMS):
Automated processes are essential to the operation of the maintenance program at Cleburne ISD. The district has invested in various systems that are used for a variety of activities all intended to assist managing the daily operation and maintenance of the schools.
Cleburne ISD utilizes the following School DUDE products:
Maintenance Direct:
For all maintenance related work order requests from school sites.
Preventive Maintenance Direct:
Work orders are established by Maintenance Director.
Facility Direct:
Utilized by approved private groups who utilize our school facilities including organizations such as Little Dribblers and Scouting organizations
Other Automat Systems:
Cleburne ISD also utilizes other software systems in support of the maintenance functions as follows:
S2:
Access Control Software used to manage access cards for each district employee and control access to district facilities. This system is used in conjunction with the intruder alarm system with access primarily given to Administrative Secretaries, Locksmith and Maintenance Services Manager.
TRIDIUM:
Automated HVAC control system installed at Cleburne ISD facilities
Work Order Request Process
Cleburne ISD has defined three primary Maintenance Direct u (School Dude) users at each school site:
- Administrator: Director of Maintenance and Maintenance Supervisor.
- Site Administrator: Principals, Assistant Principals - Responsible for school request and approval process
- Requestor: Any authorized user within CISD
- Technician: Maintenance Department personnel
Maintenance Direct work order requests are routed to the Director of Maintenance for all crafts (trades). The Director of Maintenance then assigns the work order to the appropriate technician including determination of priority.
The Director of Maintenance is also responsible for closing all work orders completed by Technicians (district employees and contractor).
The Operations Department has trained and given full administrative rights to the Maintenance Supervisor who can assign work orders, create reports and other needed tasks in the absence and in support of the Director of Maintenance.
Prioritization Methodology
The Director of Maintenance is responsible for prioritizing all work submitted to the Maintenance Department with regards to maintenance. Work is prioritized as follows:
- Emergency: Work requested is intended to protect the life, health and safety of students and staff.
- High: Work requested is intended to insure the functioning of school.
- Medium: Work requested is not an Emergency or High Priority or Cosmetic in nature. Most work requests will fall in this category.
- Low: Work requested is cosmetic in nature.
The Maintenance Department’s top priority is to ensure the health, safety and well-being of our students and staff. We are committed to immediately responding to every emergency situation which may arise at any of our school facilities throughout the district. If necessary, we coordinate our activities with the City of Cleburne.
We adhere to all regulations and standards including all building codes, the Americans with Disabilities Act and Energy Efficiency Standards.
Maintenance and Operations Organization
Efficient school building maintenance requires an effective organization structure. The following is an overview of the basic responsibilities of the Maintenance Department and the Plant Operations Department (custodial).
Maintenance Department
The Maintenance Department has the prime responsibility for building/equipment maintenance based on specific areas of responsibilities. It should be noted that there are some maintenance areas in which contracted services supplement or have major responsibilities for building and/or equipment maintenance. In those cases where contracted services have traditionally been utilized, such services have proven to be cost-effective. The Maintenance Department personnel are also responsible for grounds maintenance, landscaping, and improvements to athletic fields.
Plant Operations Department (Custodial)
The Plant Operations Department provides assistance and service to the schools on a daily basis to perform custodial duties and minor preventive maintenance to the building equipment. Typically, these services are primarily dedicated to cleaning and limited maintenance to promote a health and safe learning environment. However, the custodial personnel assigned to each school also are capable of providing an invaluable service in detecting equipment malfunctions and building deterioration before each becomes a major problem.
2. Maintenance Scheduling Charts
The following charts have been developed as a management tool, not only for the purposes of actually scheduling maintenance, but to assist in budget preparation and manpower forecasting. The schedules are meant to be flexible in order to adjust to possible varying budgets and unforeseen issues that will arise.
Chart Number | Description |
---|---|
A | Heating, Ventilation, and Air Conditioning (HVAC) |
B | Roof Replacement |
C | Facility Painting |
D | Parking Lot Resurface/Re-Striping |
E | Tennis Court Maintenance |
F | Running Track Maintenance |
G | Gym Floor Refinishing/Replacement |
Charts
3. Preventive Maintenance Program
Preventive maintenance (P.M.) generally refers to routine inspections, adjustments, lubrication and cleaning of fixed and movable equipment, machinery and appliances utilized in the daily operation of a facility. Performing regular routine preventive maintenance keeps equipment in good running order, reducing the possibility of equipment failure thus insuring and extending expected equipment life. Through regular preventive maintenance, potential problems can be detected early, reducing down time and preventing more expensive repairs.
The performance of routine preventive maintenance in each facility is the responsibility of the Maintenance Department. The following document is designed to give technicians the guidance necessary to perform basic routine P.M. checks and tasks.
It is the responsibility of the individual technician to see that these PM Tasks are performed and properly recorded in School Dude PM Direct. As with other assignments, the Director of Maintenance may delegate some of the tasks to any department employees to ensure tasks are completed.
Problems found during P.M. inspections should be noted in the technician’s comments section in School Dude PM Direct and a Work Order created to ensure the necessary repair is made.
4. Facilities Inventory
Evaluation | Description |
---|---|
"Excellent" | New school or renovation, less than five years old |
"Good" | Building requires only routine maintenance |
"Fair" | Building requires major instructional or systemic upgrade |
"Poor" | Scheduled for renovation or closing within five years |
Facility | Address | Condition |
---|---|---|
Adams Elementary | 1492 Island Grove Rd. Cleburne, Texas 76033 | Good |
Coleman Elementary | 920 Westhill Cleburne, Texas 76033 | Fair-Poor |
Cooke Elementary | 902 Phillips Cleburne, Texas 76033 | Fair-Poor |
Gerard Elementary | 1212 S. Hyde Park Cleburne, Texas 76033 | Fair |
Irving Elementary | 345 Hix Road Cleburne, Texas 76033 | Good |
Marti Elementary | 2020 Kilpatrick Cleburne, Texas 76033 | Good |
Santa Fe Elementary | 1601 E. Henderson Cleburne, Texas 76033 | Good |
Lowell Smith Middle School | 1710 Country Club Road Cleburne, Texas 76033 | Good |
A D Wheat Middle School | 810 N. Colonial Cleburne, Texas 76033 | Fair |
Cleburne High School | 1501 Harlin Drive Cleburne, Texas 76033 | Poor |
TEAM Campus | 1005 S. Anglin Cleburne, Texas 76033 | Fair-Poor |
Transportation Service Center | 2002 Kilpatrick Cleburne, Texas 76033 | Good |
Maintenance | 2403 N. Main Cleburne, Texas 76033 | Fair-Poor |
Child Nutrition | 218 N. Ridgeway Drive Cleburne, Texas 76033 | Good |
Fulton Education Center | 311 Featherstone Cleburne, Texas 76033 | Good |
CISD Administration Building | 505 N. Ridgeway Drive Cleburne, Texas 76033 | Good |
Yellow Jacket Stadium | 1201 W. Henderson Cleburne, Texas 76033 | Poor |
5. FY 15/16 Approved Budget for Maintenance & Operations
6. Maintenance Vehicle Inventory
7. Facility Contact Information
Facility | Address | Phone | Contact |
---|---|---|---|
Adams Elementary | 1492 Island Grove Rd. Cleburne, Texas 76033 | 817-202-2000 | Dawn Hitt |
Coleman Elementary | 920 Westhill Cleburne, Texas 76033 | 817-202-2030 | Marla Roth |
Cooke Elementary | 902 Phillips Cleburne, Texas 76033 | 817-202-2060 | Airemy Caudle |
Gerard Elementary | 1212 S. Hyde Park Cleburne, Texas 76033 | 817-202-2130 | Tracy White |
Irving Elementary | 345 Hix Road Cleburne, Texas 76033 | 817-202-2100 | Joel Blalock |
Marti Elementary | 2020 Kilpatrick Cleburne, Texas 76033 | 817-202-1650 | Mary Boedeker |
Santa Fe Elementary | 1601 E. Henderson Cleburne, Texas 76033 | 817-202-2300 | Sabina Landeros |
Lowell Smith Middle School | 1710 Country Club Road Cleburne, Texas 76033 | 817-202-1500 | Bill Allen |
A D Wheat Middle School | 810 N. Colonial Cleburne, Texas 76033 | 817-202-1300 | Suzie Keesee |
Cleburne High School | 1501 Harlin Drive Cleburne, Texas 76033 | 817-202-1200 | Chris Jackson |
TEAM Campus | 1005 S. Anglin Cleburne, Texas 76033 | 817-202-2160 | Georgann Storm |
Transportation Service Center | 2002 Kilpatrick Cleburne, Texas 76033 | 817-202-2190 | David Walker |
Maintenance | 2403 N. Main Cleburne, Texas 76033 | 817-202-1140 | Kurt Benson |
Child Nutrition | 218 N. Ridgeway Drive Cleburne, Texas 76033 | 817-202-1123 | Kim Chance |
Fulton Education Center | 311 Featherstone Cleburne, Texas 76033 | 817-202-1600 | Cory Borden |
CISD Administration Building | 505 N. Ridgeway Drive Cleburne, Texas 76033 | 817-202-1100 | Kyle Heath |
Yellow Jacket Stadium | 1201 W. Henderson Cleburne, Texas 76033 | 817-202-1252 | Mark Walker |
Click here for a download of the Long Range Facilities Maintenance Plan