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The Poughkeepsie City School District Higher Standards, Higher Expectations

Facilities and Operations Action Plan for the

2015-2016 School Year

June 10, 2015

Presenter: Ronald Suits Director of Facilities and Operations

Every Child. Every Day. Every Classroom.

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Poughkeepsie City School District Facilities and Operations Action Plan for

2015-2016 Agenda

• Historical look at facilities • Salary budgets & positions in custodial department • Deployment & assignment of custodial staff by building • Plan for Custodial Operations • Building cleanliness • Salary budgets & positions in maintenance department. • Maintenance assignments for 2015-16 • Operational Difficulties for 2015-16 • Recommendations for 2015-16 • Plan for Custodial Operations • Transition from Circle of Courage to Columbus School

Historical Look at Facilities • PMS 1967, 190,426 sf 48 years old • Clinton 1925, 47,241 sf 90 years old • Columbus 1929, 33,313 sf 86 years old • Krieger 1929, 69,500 sf 86 years old • PHS 1956, 192,398 sf 59 years old • Morse 1929, 74,928 sf 86 years old • Smith 1912, 54,374 sf 103 years old • Warring 1918, 56,374 sf 97 years old • Jane Bolin 1957, 9,826 sf 58 years old • COC 1925 (Leased), 34,000 sq ft 90 years old • PCSD buildings average age of 80.3 years

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2015-16 Facilities & Operations Custodial Salaries & Positions

• 2015-16 Custodial Budget Positions • 1 Head Custodian • 1 Custodian • 4 Sr. Custodial Workers • 18 Custodial Workers • 24 Full Time Equivalent (F.T.E.) Positions • Budgeted Salaries $798,699, $798,699 current actual • Eliminated Positions 1 Head Custodian, 1 Custodial

Worker, 2 Part Time (.5 F.T.E.) Positions

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Custodial Staffing Poughkeepsie High School

• PHS (Daily Cleaning Area 192,398 S.F. ) – Equivalent to cleaning (96) 2,000 S.F. houses daily

• 1 Head Custodian (6am-3pm) oversight at PHS and assist the Principal and director with custodial oversight at PMS. (no cleaning area)

• 2 Day Shift custodial workers (7am-4pm) – (24,049 S.F. cleaning area each)

• 3 Evening Shift custodial workers (3:30pm-12:00am) – (48,100 S.F. cleaning area each)

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Custodial Staffing Cont. Poughkeepsie Middle School

• PMS (Daily Cleaning Area 190,426 S.F. ) – Equivalent to cleaning (95) 2,000 S.F. houses daily

• 2 Day Shift custodial workers (1) (5:30am- 2:30pm) open pool, (1) (7:00am-4:00pm)

– (15,869 S.F. cleaning area each)

• 1 Mid Shift custodial worker (11am-8pm) – (31,737 S.F. cleaning area)

• 3 Evening Shift custodial workers (3:30pm-12:00am) – (42,317 S.F. cleaning area each)

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Custodial Staffing Cont. • Warring Elem. (Daily Cleaning Area 56,374 S.F. )

– Equivalent to cleaning (28) 2,000 S.F. houses daily

• 1 Sr. Custodial Worker (7am-4pm) – (18,790 S.F. cleaning area)

• 1 Mid Shift Custodial Worker (11:00am-8:00pm) – (37,584 S.F. cleaning area)

• Clinton Elem. (Daily Cleaning Area 47,241 S.F. ) – Equivalent to cleaning (23.5) 2,000 S.F. houses daily

• 1 Sr. Custodial Worker (7am-4pm) – ( 15,730S.F. cleaning area)

• 1 Mid Shift Custodial Worker (11:00am-8:00pm) – (31,511 S.F. cleaning area)

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Custodial Staffing Cont. • Smith ELC (Daily Cleaning Area 54,374 S.F. )

– Equivalent to cleaning (27) 2,000 S.F. houses daily

• 1 Sr. Custodial Worker (7am-4pm) (18,100 S.F. cleaning area)

• 1 Mid Shift Custodial Worker (11:00am-8:00pm) – (36,274 S.F. cleaning area)

• Morse Elem. (Daily Cleaning Area 74,928 S.F. ) – Equivalent to cleaning (37.5) 2,000 S.F. houses daily

• 1 Sr. Custodial Worker (7am-4pm) (18,732 S.F. cleaning area) • 1 Mid Shift Custodial Worker (11:00am-8:00pm)

• (35,426 S.F. cleaning area)

• 1 Mid Shift Custodial Worker (11:00am-6:00pm) – (20,770 S.F. cleaning area)

• Circle of Courage coverage (6:00pm-8:00pm) – (34,000 S.F. cleaning area)

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Custodial Staffing Cont.

• Krieger Elem. (Daily Cleaning Area 69,065 S.F. ) – Equivalent to cleaning (34.5) 2,000 S.F. houses daily

• 1 Sr. Custodial Worker (7am-4pm) (17,266 S.F. cleaning area)

• 1 Mid Shift Custodial Worker (11:00am-8:00pm) – (34,500 S.F. cleaning area)

• 1 Mid Shift Custodial Worker (11:00am-6:00pm) – (17,299 S.F. cleaning area)

• Admin. (Jane Bolin coverage) (6:00pm-8:00pm) – (9,826 S.F. cleaning area)

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Custodial Staffing Cont.

Columbus Elem. – No custodial services (as current)

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Plan for Custodial Operations • As some of the custodial cleaning areas at PHS and

PMS are over 48,000 square feet our plan is to implement a modified cleaning program where the classrooms will receive a complete cleaning every other day. On days where the rooms are not receiving a complete cleaning the trash will be removed and spot cleaning will be performed as needed.

• We will also need to split the shift of one custodial worker from Krieger and one from Morse to work 11:00am-6:00pm at their building and then come to the Jane Bolin Administration Building and the Circle of Courage or Columbus Schools from 6:00pm to end of shift at 8:00pm.

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Building Cleanliness • According to the American Physical Plant Association

(APPA) the average cleaner can effectively clean 20,000-30,000 S.F. per shift. – We have some areas in excess of 48,000 S.F. 1.6 times the

normal cleaning coverage. The District has had to exceed these normal levels in the recent past and this budget cycle has forced us to increase the work loads slightly.

– APPA indicates there are 5 levels of building cleanliness. We are striving to stay between level 3 Casual Inattention and level 4 Moderate Dinginess.

– To put this in perspective the District’s 24 custodial staff clean the equivalent of 341.5 (2,000 s.f. houses) per work day.

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2015-16 Facilities & Operations Maintenance Salaries & Positions

2015-16 Maintenance Budget Positions • 1 Director of Facilities and Operations • 1 Groundsman • 1 Carpenter • 1 Electrician • 3 Maintenance Helpers • 6 Full Time Equivalent (F.T.E.) Positions • Budgeted Salaries $454,480, Current Actual $393,650 • Positions Eliminated 4 Maintenance Mechanics &

2 Maintenance Helpers

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Maintenance Assignments • The current budget crisis has impacted the maintenance

department in the following ways: – The elimination of four Maintenance Mechanics and three

Maintenance Helpers. – The maintenance department will consist of 1 Director, (3)

Mechanics, 1 Groundsman, 1 Carpenter, 1 Electrician and 3 Helpers, one of which is a relief bus driver and performs the daily trash runs.

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Operational Difficulties 2015-16 Custodial

Cleaning areas will be increased from current levels that are already above operational standards.

Maintenance At the proposed staffing levels there will be no in-house staff for H.V.A.C. repairs (including boilers, pumps, fans, coils, exhaust fans, air conditioning), plumbing, masonry, wall patching, painting, moving and floor repairs. Grounds work, including lawn maintenance, athletic event setups, staff moves, and snow removal will also be significantly impacted

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Recommendations for 2015-2016 Custodial

– Remains as projected. Small elementary schools may be called upon to perform a portion of their lawn maintenance. All schools will need to assist with snow removal from sidewalks and stairwells.

Maintenance – There is a $60,830 overage between the current budgeted

amount and the projected salaries. – It is recommended to re-instate two maintenance mechanics .

The salary portion of this re-instatement is estimated at $100,472. In order to fund these positions It is recommended to use the $60,830 budget surplus and in addition, decrease the maintenance repair code 1621-402 by $39,642 (from $430,000 to $390,358.) This would provide a total of $100,472 that is needed to support the two positions noted above.

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Plan for Custodial Operations • As some of the custodial cleaning areas at PHS and

PMS are over 40,000 square feet our plan is to implement a modified cleaning program where the classrooms will receive a complete cleaning every other day. On days where the rooms are not receiving a complete cleaning the trash will be removed and spot cleaning will be performed as needed.

• We will also need to split the shift of one custodial worker from Krieger and one from Morse to work 11:00am-6:00pm at their building and then come to the Jane Bolin Administration Building and the Circle of Courage or Columbus Schools from 6:00pm to end of shift at 8:00pm.

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Plan for Custodial Operations • As some of the custodial cleaning areas at PHS and

PMS are over 40,000 square feet our plan is to implement a modified cleaning program where the classrooms will receive a complete cleaning every other day. On days where the rooms are not receiving a complete cleaning the trash will be removed and spot cleaning will be performed as needed.

• We will also need to split the shift of one custodial worker from Krieger and one from Morse to work 11:00am-6:00pm at their building and then come to the Jane Bolin Administration Building and the Circle of Courage or Columbus Schools from 6:00pm to end of shift at 8:00pm.

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Transition from Circle of Courage to Columbus School

• When considering transitioning from the Circle of Courage to Columbus School there are currently many obstacles that stand in the way for a quick, smooth and successful move at this time. It would be extremely difficult to transition over to Columbus for summer school between June 29th and July 6th (5 days) These obstacles include: – The entire building would need to be completely cleaned as the

building has been essentially vacant for two years. – There is currently no kitchen or cafeteria equipment remaining at

Columbus it would need to be moved over from COC.

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Transition from Circle of Courage to Columbus School Cont.

• Classroom furniture would need to be relocated from COC.

• Much of the building should be painted. • Columbus has very few a/c units installed. They would

have to be removed from COC and reinstalled. Many units would require installation of electric outlets.

• Obsolete computer equipment would need to be discarded.

• One classroom needs the subfloor and floor tile replaced. • Many phones would need to be addressed and relocated

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Transition from Circle of Courage to Columbus School Cont.

• The murals removed from PHS gym are stored at Columbus gym, along with some other furniture and equipment.

• The bus fleet is currently housed in the front Columbus parking lot. There are no security cameras in the rear parking lot at Columbus to protect the buses.

• The Facilities, Transportation and Personnel Administrators offices are housed at Columbus. They may need to be relocated from their current locations.

• Pupil Personnel offices on the 5th floor of COC would need to be moved over to Columbus.

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Transition from Circle of Courage to Columbus School Cont.

• The installation of the new condensate tank for the heating system needs to be completed.

• The replacement blast tube on boiler #2 needs to be installed.

• Water fountains need to be installed, some were relocated to other bldgs.

• Radiator covers need to be installed. • Patch / repair walls in spots. • Repair pavement depression on south side of bldg. • Smart boards have been relocated to other bldgs.

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Transition from Circle of Courage to Columbus School Cont.

• It is recommended that the transition from COC to Columbus School be held off until after summer school sessions have been completed on August 14 to allow the required work at Columbus to be performed. The moving of classroom, office furniture and materials can be accomplished in the 15 days between August 17th and September 4th.

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Questions?

For more information visit: www.poughkeepsieschools.org