COMPREHENSIVE MAINTENANCE PLAN 2014/2015

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P.O. Box 1029 Easton, Maryland 21601-1029 Phone (410) 822-0330 Fax (410) 820-4260

COMPREHENSIVE

MAINTENANCE

PLAN

2014/2015

SUBMITTED BY:

Kelly L. Griffith, Superintendent

Gayle Secrist, Director of Support Services Bruce Horvath, Manager of Plant Operations Rick Walls, Maintenance Supervisor

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maintenance and operation of plant personnel have an unwavering commitment of delivering quality service in construction, maintenance, operations, and grounds, as well as to address environmental areas. The entire staff strives for excellence, individual responsibility, and caring about others with the belief that they are an integral part of the educational process for the students of the Talbot County Public Schools.

Research conducted regarding school facilities clearly indicates a strong correlation between the school environment and student achievement. Securing adequate funding and qualified personnel to deliver these services remain a top priority.

OBJECTIVES OF THE PLAN

The primary objective of the maintenance program is the maintenance of

buildings, grounds, and fixed equipment through repairs or replacement during the life expectancy of the buildings. Specifically this can be further broken down as follows: 1. To provide buildings which function at top efficiency.

2. To maintain the plant buildings and grounds and fixed equipment in such a manner as to eliminate accidents and safety hazards.

3. To provide continuous use of facilities without disruptions to the educational program.

4. To protect public property by planned, scheduled, and repair/preventive maintenance.

5. To conserve energy by insuring that the maximum results are obtained with minimum expenditure of energy.

6. To provide maintenance programs which will produce the maximum amount of maintenance for the minimum dollars expended.

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8. Increase the productivity of the maintenance work force by the

implementation of support staff educational programs which consist of in- house and professional training.

PERSONNEL ORGANIZATION

This section describes the organizational units that form the Plant Operations Department.

Manager of Plant Operations

Serves as the principal advisor to the Director of Support Services in all matters related to facilities including budgeting, capital improvements, building alterations, and

maintenance and operations. Directs the work of the support personnel in all aspects of facility maintenance and custodial services.

Supervisor of Plant Operations (Custodial)

Directly responsible for the operation of custodial services in all buildings. These duties include personnel scheduling, product inventories, training, integrated pest

management plan, inspections, and the coordination of activities that require custodial support. This person reports to the Plant Operations Manager.

Maintenance-Supervisor

Responsible for all major maintenance, renovation and addition projects.

Reports to the Manager of Plant Operations and is directly responsible for maintenance and care of all buildings and grounds. These duties include personnel scheduling, product inventories, training, inspections and the coordination of all activities that require maintenance staff.

Skilled Tradesman and Related Staff

These positions report to the Manager of Plant Operations or theMaintenance Supervisor. A brief description of their duties follows:

Electrician: Provides normal and emergency repair or replacement of electrical controls, fixtures, motors and/or circuits.

Plumber: Provides normal and emergency repairs, including boiler maintenance and repair in preparation for yearly inspections.

HVAC Mechanic: Provides normal and emergency repair of air conditioning, refrigeration, ventilation, and heating systems.

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Motor Mechanic: Maintains an orderly warehouse and assists on preventive maintenance, emergency repairs and general repairs as requested. Maintains all vehicles such as fleet vans and grounds equipment.

Carpenter: Provides normal and emergency carpentry repairs and painting. Installs such items as bookshelves and other specialty needed wood items.

Maintenance Worker: Works with the mechanic on emergency and

general repairs. Performs all aspects of ground maintenance, including snow removal grass cutting, athletic fields and provides manpower for special custodial projects. Head Custodian: Provides leadership and guidance to custodians. Supervises and participates in overall cleaning and maintenance of the school building.

Custodian: Provides students, parents and teachers with a safe, attractive, clean, comfortable place in which to learn and obtain an education.

Administrative Assistant: Maintains data base, records, filing system, answers phone, provides service support and answers questions. Coordinates work order assignments and status of the assignment.

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MAINTENANCE PROGRAMS

Maintenance - The recurring, day-to-day periodic or scheduled work required to preserve or restore a school or its equipment to such a condition that it may be effectively utilized for its designated purposes.

The following are categories of the maintenance program used in Talbot County: A. Scheduled Maintenance

Scheduled maintenance has a goal of keeping the facilities in proper operating condition through regular service of equipment and facilities. It is, therefore, imperative that a schedule be established to insure proper budgeting.

The schedule itself is not an exact time table because the exact month or even year of failure or breakdown cannot be determined in advance. Rather, it is a prediction indicating that over a period of time a piece of equipment must be replaced or serviced if it is expected to function properly. The frequencies used are those based on local experiences and conditions.

Repairs or replacements are not made strictly by the schedules, but are made based on the necessity of corrective action. The schedule or replacement must be flexible but will be accurate from a long range budget planning standpoint. The subcategories of scheduled maintenance are as follows:

(1) Preventive Maintenance

Preventive maintenance is the action taken by users, operators, and maintenance personnel to prevent expensive repairs and breakdowns before they occur. It is a planned program which includes lubricating, cleaning, adjusting, painting, replacement of expendable parts and other activities designed to maintain the buildings and fixed equipment in a condition as near to original as possible. All work is scheduled and documented using a computerized maintenance system.

a) Fire extinguisher and kitchen ansul hoods are inspected, serviced, hydro tested, and replaced by a licensed fire and equipment

specialist on an annual basis. Custodians inspect extinguishers monthly and make calls for service as needed.

b) Sprinkler systems are tested quarterly by a licensed fire and equipment specialists.

c) Fire alarms, smoke detectors, and schedule clocks are inspected twice a year and serviced by a licensed specialist.

d) The State Fire Inspection is held during National Fire Prevention Week in every school in the county.

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e) Emergency generators are located at Easton High School,

St.Michaels High, St. Michaels Elementary School, Easton Middle, Easton Elementary Moton Building, Easton Elementary Dobson Building, Tilghman Elementary and Chapel District Elementary School. They are tested weekly by pre-set time clock and serviced monthly through the preventive maintenance work order system. f) Safety inspections are made daily as part of the custodian’s normal

duties. The Talbot County Health Department conducts

inspections that are in addition to the annual inspections made by Manager of Plant, Supervisor of Plant and Maintenance –

Construction Manager.

g) The plumber cleans and inspects all oil burners and “punches” all boiler tubes annually. At that time, both ends of the boiler are opened, gaskets checked/replaced and controls checked and cleaned. Boilers are inspected every two years by insurance company representatives.

h) Pest control is provided by private licensed pesticide applicator. Current regulation is adhered to by the approved Pest Control Management Program that is in place.

i) Roofs are inspected semi-annually by maintenance mechanics. Roofs are cleaned at least twice a year. Roof drains are cleared of debris at least once per month by the custodians.

j) Blinds are replaced/repaired continuously and cleaned annually. k) Maintenance services all air compressors, central air conditioning

units and controls, air handling units and unit ventilators, motors and pumps connected to these units, cooling towers, and system controls on a year round basis.

l) Oil burners, boilers, motors, pumps and oil tanks are checked weekly by Maintenance personnel and monitored by custodians daily.

m) Return louvers and grills are cleaned by custodians on a monthly schedule.

n) Condenser coils on all refrigerators, freezers, and window air conditioning units are cleaned annually by custodial staff and maintenance mechanics.

o) Asbestos inspections for friable materials are conducted bi-annually by the State Certified Industrial Hygienist. All records are on file at the Plant Operations office and at the school.

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p) Environmental concerns such as asbestos, lead in drinking water, indoor air quality and underground storage tanks are monitored closely to assure all local, state, and federal laws are adhered to. Accurate records are maintained to assure that all Talbot County Public Schools are in compliance, “Talbot County Public Schools Asbestos Management plan,” is in effect for the safety of our

students and staff. (2) Scheduled Repairs

Scheduled repairs are actions which involve a more sizeable effort than preventive maintenance to maintain a facility in good condition.

Scheduled repairs usually occur at or near the end of the specified life of an item or system. They include such items as roof replacements or renovations, carpet replacements, and boiler overhauls.

a) Boiler Inspection/Overhaul Replacement Schedule

Maintenance mechanics clean and inspect boilers annually. Repair or replacement depends upon the age of the boiler and the cost of repair.

b) Roof Replacement Schedule

Talbot County Public Schools five year maintenance program provides for semi-annual roof inspections to determine if repair and replacement is required.

c) Septic Tank and Grease Trap Cleaning

Grease traps are cleaned annually or as often as needed. An

automated enzyme injection system was installed in the kitchen at Easton Middle School. The septic system at Chapel District

Elementary School is cleaned on an as-needed basis. d) Bleacher Repair/Replacement Schedule

All bleachers are inspected and repaired annually by licensed specialist.

e) Tile Floor and Carpet Replacement Schedule

Tile floors are replaced on an as needed basis. Carpet is scheduled for replacement on a 10 year cycle.

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f) Maintenance Vehicle Replacement Schedule

There is no standard replacement schedule. The vehicles are replaced when the repair costs become prohibitive. (See page 18) g) Oil Tank Pressure Testing Schedule

The oil storage permit is approved by the Maryland State Department of the Environment. All testing is done to meet Federal and State compliance based on the age of the tank. 3. Modernization and Alterations

Modernizations and alterations are actions where labor and

materials are expended to improve the buildings original condition. or to make alterations in the building configuration or functions. It This includes code corrections, renovations, and repair work but does

not include construction of new building additions or adapting building to major changes in use.

a) Unscheduled Maintenance

Unscheduled maintenance includes repair activities which

cannot be programmed or foreseen. It includes corrections of day- to-day routine breakdowns or failures and emergency repairs, based on request from principals and school managers.

1) Unscheduled Repairs

Unscheduled repairs are actions to correct unforeseen breakdowns or failures of building systems or equipment. They include routine repairs such as failure of light fixtures and emergency repairs such as broken water pipes.

In most instances these repairs are mechanically or electrically related.

2) Vandalism and Security Related Repairs

A vandalism or security related repair is one which

requires the expenditure of labor and material to restore the building to its original condition after it has been damaged, or to provide temporary protection in some manner from vandals. It does not include modifications of facilities for the purpose of improving building security such as installation or enlargement of intrusion systems. Most cases deal with broken windows, jammed door hardware, or replacing security lights.

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b) Deferred Maintenance

Deferred maintenance includes maintenance and repairs which have been delayed due to lack of funds, personnel or decisions on major renovations, disposal, or change of use. The following categories are additional responsibility of custodial and maintenance personnel:

OUTSIDE GROUNDS

Outside grounds of all entrances will be monitored daily, during the work week. CLASSROOMS AND OFFICES - Monday through Friday

Main cleaning of floors - daily, during the work week.

Thoroughly clean all traffic areas using a dust mop or vacuum where appropriate.

Wet cleaning of floors - weekly

Wet clean hard surface floors with an appropriate floor chemical designed to extend the life of the floor finish. The wet cleaning of floors will be provided once per week. Shampoo carpeted floors as needed.

Spot cleaning of floors

Remove spots from spillage on hard surface and carpeted floors as needed. Check and spot clean - daily, during the work week.

Spot clean walls, doors and electric switch plates. Clean interior of glass doors and glass partitions. Remove graffiti. Adjust shades or blinds to a uniform height throughout the building.

Trash Receptacles - daily, during the work week.

Empty and clean wastepaper baskets. Wet wipe with an odor controlling solution as needed. Reline wastebaskets where necessary.

Wet Wipe - weekly/on a project basis

All office and classroom desks are dusted and/or wet cleaned once per week when cleared. All desks, including student desks are cleaned on a project basis annually.

Chalkboards, chalk trays, slate blackboards and pencil sharpeners - when needed/daily/weekly

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Dust and wet clean chalk trays and slate blackboards, empty pencil sharpeners, and erase chalkboards. Slate blackboards and chalkboards are washed on a project basis.

NON-CLASSROOM AREAS

Custodial and Maintenance Closets - as required

Clean and maintain all custodial and maintenance closets. Metal Work - as required

Clean, polish and maintain all bright metal work.

Drinking fountain - daily, during the work week; twice daily during the flu season.

Wet clean and disinfect drinking fountain with a germicidal solution. Public telephones - daily, during the work week.

Wet clean and disinfect telephones with a germicidal solution. Stairways - daily, during the work week.

Dust down, dry mop and spot wet mop once per day. Corridors - daily, during the work week.

Thoroughly dry mop with a chemically treated mop and spot wet mop as needed. Wet clean all hard surface corridors thoroughly once a week.

Thoroughly vacuum all carpeted corridors five times a week. Remove spots as necessary.

Public Entrances - daily, during the work week.

Spot clean glass doors and clean entrance floor area as needed. Vacuum walk off mats. Sweep exterior steps and sidewalks in front of main entrances.

Kitchen and kitchen storerooms - daily, during the work week.

Custodians will remove trash and garbage from kitchen areas. Cleaning of equipment is performed by food service personnel. Floors are cleaned by the custodians once a day. Dishes, silverware, and pots are received/washed by food service.

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Cafeteria – daily, during the work week.

Thoroughly wet clean floor area once daily. Cleaning of tables and chairs are completed by custodial personnel.

Cafeteria and Kitchen - annually

The cafeteria and kitchen walls, vents and hoods are thoroughly cleaned. All cleaning of food preparation equipment is the responsibility of food services personnel.

Bathrooms - daily, during the work week.

Checked and cleaned as needed during school day am/pm, cleaned nightly. Completely clean and disinfect washrooms including:

a. Wet wipe fixtures, shelves and ledges with a germicidal solution.

b. Clean and disinfect both the inside and outside of urinals and toilet bowls. c. Replenish the supply of dispenser items such as toilet tissue, soap, and

paper towels.

d. Wet clean and disinfect floors with a germicidal solution. e. Clean and polish mirrors.

f. Provide daily spot checking and cleaning as needed Locker rooms and showers - daily, during the work week

Monitor areas. Wet clean floor with a germicidal solution. Daily maintenance of lockers to be done by students. Cleaning of inside of lockers to be done annually by custodial personnel.

Conditioning area - weekly

Dry and wet mop floors with a germicidal solution. Vacuum carpets and sanitize mats on a scheduled basis.

Athletic Program - daily, during the work week/on project basis

Gymnasium - perform dry mopping and/or sweeping of floors once per day and prior to, as well as following, all interscholastic sporting events. Clean bleachers and grandstand areas after use and as needed. Prepare floor surfaces with proven finishes and cleaners of a project basis.

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OTHER CUSTODIAL/MAINTENANCE DUTIES

Cleaning and replacing of light fixtures - as needed

Light fixtures will be cleaned once per year. Replacing light bulbs is provided by custodial personnel.

Window cleaning - annually

All cleaning of exterior windows are performed during annual summer cleaning. The interior of exterior windows are cleaned by custodial personnel on a weekly basis. Window repair is completed as needed.

Security - as needed

The custodial and maintenance personnel have the responsibility of opening building per the administration’s direction. The opening of facilities for pre-shift extracurricular practices or activities is the responsibility of the sponsoring party/employees. Turn off all lights and lock all doors after extra-curricular activities and provide weekend supervision for community events when assigned by administrators.

Trash removal - daily, during the work week.

Remove trash from all areas of the school and take to dumpster area. Floor finishing

Follow a carefully planned program of applying correct finishes and maintaining the floor surfaces throughout the school. Refinish floors on a scheduled program that will take into account the different use conditions, traffic, types of floors and activities in each area of school.

Carpet/furniture cleaning and repair

Service carpet and furniture on a scheduled program that will take into

consideration the different use conditions, traffic, types of floors and activities in each area of school.

Grounds care and snow removal

Scheduled grounds care and snow removal will be provided for the lawns, trees, shrubs, sidewalks, and roadways to provide a safe and attractive environment. This includes cutting grass, trimming and fertilizing of grass and shrubbery. Other miscellaneous projects of a cleaning nature will be done such as: Removal of graffiti

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Cleaning of grills and vents

Delivery of general supplies from central warehouse to other schools (includes mail on an arranged schedule).

Machine scrubbing of all ceramic tile floors in showers and lavatories to remove odors, grease and reduce the possibility of bacterial and fungal growth.

Minor ceiling repair and replacement is done on an as needed basis.

Minor repairs of doors are the responsibility of the Maintenance Department. Minor electrical plumbing repairs are the responsibility of the Maintenance Department.

Custodial service is provided for community and extracurricular activities on school premises as approved by school administration.

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ITEM PROCEDURE Mechanical Equipment M ai nt ena nc e O pe ra ti ons Cont ra ct or Daily Wee kl y M ont hl y Q ua rt erl y Semi -A nnua l A nnua l O the r

Oil Burners Check operation X X X X X

Air Compressors Check operation, oil level, belt

tension, drain tank X X X X X

Air Conditioning Units Check operation X X X X X

Air Handling Units and

Ventilators Check dampers, change filters clean and vacuum X X Refrigerators, Freezers and

Water Coolers Clean and vacuum condenser coils X X

Return Grilles and Louvers Clean X X

Motor Check belt tension grease/oil X X

Pumps Check packing, seals, float

switches, lubricate bearings couplings and strainers

X X

Cooling Towers Check belts, fans, sump

treatment, drain seasonally X X X

Oil Tank Stick level X X

Roof Inspection Inspect visually X X X

Lighting Clean & check all lamps and

fixtures X X X

Temperature Control Check and Calibrate Temp. X X X

Glass & Glazing Replace glass and reglaze X X X

Fire Extinguisher X X

Elementary Schools Check, change and location X X X X

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ITEM PROCEDURE Mechanical Equipment M ai nt ena nc e O pe ra ti ons Cont ra ct or Daily Wee kl y M ont hl y Q ua rt erl y Semi -A nnua l A nnua l O the r Sprinkler Inspections X X

Kitchen Hood Ansul System Inspection X X

Emergency Generators Test run one-half hour X X

Health Inspection Health Department Inspection X X

Oil Burner Cleaning and

Inspection Disassemble burner, clean, set clearances, start & check X X

Boiler Tube Cleaning Brush clean boiler tubes X X

Pest Control Inspections Spray for insects X X X

Roof Cleaning Remove debris, clean X X

Venetian Blind Repairs Check operation X X

Boiler Inspection Inspection X X X X

Maintenance Vehicles Change oil and filters X X

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GENERAL BUILDING STATISTICS (Excluding Classroom Trailers) School Grade Built Original

Sq. FT. Renov. Addition square Total Sq. Feet Use Energy Cost @ sq. Ft. Acres Rated Capacity 2013/2014 Enrollment # of Classroom teaching stations # of Sp. Rms. Tilghman K-6 1958 2003 14,200 14,848 28,684 1.09 8.80 159 94 10 2 St. Michaels Elementary PreK-6 1953 1961 1977 2010 17,050 3,565 56,590 578 77,205 77,783 1.22 5 393 386 23 1 Easton Elementary Moton 2-5 1953 1957 1965 1991 42,537 5,245 23,753 12,702 84,237 1.17 12 779 710 33 7 Easton Elementary Dobson HeadStart PreK-1 1958 1965 1992 2012 20,857 7,585 12,355 5,700 40,797 46,497 1.04 8 388 396 21 4 White Marsh Elementary PreK-5 1957 1971 1998 2001 16,333 14,877 10,965 1,290 43,465 1.03 10 328 342 23 1 Chapel District PreK-5 1952 1994 2000 2001 12,748 30,477 1456 1,200 1,645 46,070 .93 23 431 374 25 1 Easton Middle 6-8 1953 1957 1979 2002 76,619 6,487 22,124 1,755 106,985 .84 20 903 792 45 2 St. Michaels Middle High School 7-12 1971 2010 76,072 126 76,072 76,198 .80 45 691 372 27 3 Easton High School 9-12 1966 1971 1976 1997 1998 1999 105,08 5 25,768 31,446 17,020 4,210 3,320 186,829 .92 36.2 1283 1071 57 3 Central Office 1958 1987

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Director of Support Services

Manager of Plant Operations

Administrative Assistant Supervisor of Plant Operations Supervisor of Maintenance Custodial Tilghman Elementary Head Custodian St. Michaels Head Custodian Custodians (6) Easton High Head Custodian Custodians (6) Easton Middle Head Custodian Custodians (5) Easton Elementary Head Custodian Custodians (5) White Marsh Elementary

Head Custodian Custodians (2) Chapel District Elementary

Head Custodian Custodians (2) TCEC Head Custodian Maintenance Worker (3) HVAC Technician (3) Plumber (1) Motor Mechanic (1) Carpenter (1)

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Building Maintenance Survey - Inspection Report & Justification

County

CD DO EH EM MO SM SH TM WM Averages

Roadways & Parking Lots B C D B C C C A B 79.44 Site Appearance B B B B B A A A A 89.44 Site Utilities, Secure A A A A A A A A A 95.00 Exterior Appearance A A A A B A A A A 93.89 Playground Equipment A B N/A A A B N/A A A 92.14 Ext. Struct. Condition B B B B C A A A A 88.33 Gutters & Downspouts B A N/A N/A N/A N/A N/A B B 87.50 Windows & Caulking C C C B D A A A B 82.78 Sidewalks B C D A B A A A A 87.22 Entryways & Ext. Doors B B C B C B A A B 85.00 Roof Conditions C A C C D D C B C 76.11 Flashing & Gravelstop B A C C D B B N/A B 81.25 Roofdrains B B B C D C C N/A C 77.50 Equipment On Roof C C C B C A A N/A B 82.50 Skylights C B N/A N/A N/A N/A B N/A B 110.00 Interior Appearance B B B B C A A A A 88.33 Floors B C D B C A A A A 85.00 Walls B B B B C A A B C 85.00 Interior Doors B C B B C A A A B 86.11 Ceilings B C C B C A A A A 86.11 Elect. Distribution B C C B C A A A A 86.11 Lighting B D B B D A A B B 82.78 FCU's/Radiators C C B B C A A B B 83.89 Fire & Safety Equipment C C B B C A A B B 83.89 Equipment Rooms, Gen. B C B B C A A B B 85.00 Boilers/Water Heaters B C A B B A A B B 87.22 Air Conditioning A B B B C A A B B 87.22 Ventilation Equipment B C C B C A A B B 83.89 Electrical Service B C B B C A A B B 85.00 Steam Distribution N/A C N/A N/A C N/A N/A N/A N/A 75.00 Hot Water Distribution B B A A C A A B B 88.33 Chill Water Distribution B B C B B N/A N/A N/A B 83.33 Plumbing B C B B C A A B B 85.00 Int., Sub., Struct. B C B B C A A B B 85.00 Factor A x 95 380 475 380 475 190 2,280 2,375 1,330 950 982 Factor B x 85 1,955 935 1,190 1,955 425 255 170 1,190 1,700 1,086 Factor C x 75 450 1,275 675 225 1,500 150 225 0 225 525 Factor D x 65 0 65 195 0 325 65 0 0 0 72 Factor E x 55 0 0 0 0 0 0 0 0 0 0 Total Sum (Lines 35a through 35e) 2,785 2,750 2,440 2,655 2,440 2,750 2,770 2,520 2,875 2,665 Maximum Possible Items Evaluated 34 34 34 34 34 34 34 34 34 34 Less Items Not Applicable 1 0 4 3 2 4 5 6 3 3 Total Items Evaluated 33 34 30 31 32 30 30 28 33 31 Total Score (Line 36 divided by Line 39) 84.4 80.9 81.3 85.6 76.3 91.7 92.3 90 87.1 86

Overall Rating: B B B B C A A A B B A = Superior D = Fair

B = Very Good E = Poor C = Good N = N/A

NUMBER OF 0 0 0 0 0 0 0 0 0 PORTABLE CLASSROOMS

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MAINTENANCE VEHICLE REPLACEMENT SCHEDULE

VEHICLE NUMBER YEAR MAKE & STYLE CONDITION ANTICIPATED

REPLACEMENT DATE

1FTFE24YXRHA85998 1994 Ford Van A 2015

1GBHG31K75F152863 1995 Chevy StepVan A 2015

1FTCR11U5TTA25991 1996 Ford Ranger PU A 2015

1GCFG25X231137379 2003 Chevy Van A 2015

IGCGG25V151112771 2005 Chevy Van S 2016

1GCGG25V151113029 2005 Chevy Van S 2016

1GCGG25C581143346 2008 Chevy Van S 2018

1GBE4C1286F408820 2006 Chevy DS S 2018

1GBHC24K88E216568 2008 Chevy Truck S 2018

1GCGG25C791143253 2009 Chevy Van S 2019

1GZGFBA3A1109138 2010 Chevy Van S 2020

1FTMFIEW3AKA16508 2010 Ford F150 S 2020

1FDBF2A61EEA43595 2014 Ford F-250 S 2024

3G7WDNBL9CG296562 2012 Ram 5500 Heavy Duty S 2024

• Vehicles are evaluated each year to determine whether it is economically in the best interest of the district to continue to repair them or if replacement is necessary.

S- Superior A- Average BL- Below Average R – 7/14