Update: Efficiencies in Custodial Services/Supplies & Operations D E C E M B E R 1 2 , 2 0 1 6 U S D # 3 8 5 B O E M E E T I N G
Goals – From Jan. 12, 2015, Presentation We met/exceeded 4 out of 5 goals set from the Jan. 12 th presentation to the BOE. ¡ Goal 1: 80% Single Source (from 14 vendors to 5) ÷ 76%. ¡ Goal 2: Do away with 80% of deliveries to and from warehouse. COMPLETE! ¡ Goal 3: Provide On-Site training. COMPLETE! ¡ Goal 4: Use 4-6 “green” chemicals, district-wide. COMPLETE! ¡ Goal 5: Save 30% on paper products. 37% savings in 2015-2016 as compared to 2014-2015.
Custodial Services/Supplies: 4-State Maintenance Supply Reorganization of Supplies/ More efficient processes: ¡ Warehouse inventory was reduced significantly. All orders are now delivered to each building once a month. ¡ All buildings use the same chemicals (from identical dispensers) to clean. ¡ Transitioned from cotton cleaning towels t0 micro fiber towels (color coded to prevent cross-contamination) for daily cleaning needs. ¡ Transitioned from cotton to micro fiber mops.
Custodial Services/Supplies: 4-State Maintenance Supply Training: ¡ All custodians received training in chemicals and processes, ensuring consistency throughout the district. This is a necessity when custodians help at other buildings. ¡ Lead Custodians meet once per month to ensure proper communication throughout the workforce.
Equipment Upgrades & Accountability Example of equipment upgrade: ¡ We purchased 2 wide area vacuums, 28” wide, capable of cleaning 30,000 sq. ft./ hour. Upright vacuums are 12-14” wide. Example of accountability: ¡ Each custodian is responsible for his/her own vacuum sweeper. The daily and weekly maintenance is completed by them. We purchased over 30 vacuums in the past 16 months.
Efficiencies & Personnel Through better equipment and cleaning processes, we realized efficiencies in personnel. We currently have a total of 44 custodial positions, down from 47 in June of 2014. This is an average cost savings (annually) of $70,000. Equipment was analyzed by 4-State, and repairs were made district-wide. Currently, most repairs are done in-house.
Wages Custodial wages have risen to $9.43, placing us in the middle of the pack, as compared to area districts. Since July of 2015 we had all positions full for 1 day. Our retention rate has not improved since 2014.
Success? We recently visited Blue Valley, Shawnee Mission, and Wichita schools for our facilities study. I believe our buildings are the cleanest on the list. Our workers take pride in the jobs they do.
Budget/ Cost Savings 2015-2016 will serve as the “baseline” for the budget, so we can track actual usage of the following (by line item): chemicals, paper towels & tissue, trash liners, equipment, parts/repairs, batteries, hand soap, entry mats, ice melt, and miscellaneous items. These were very difficult to track when using 14 vendors.
Other Operational Efficiencies The LED lighting project is almost complete for the district. Maintenance Direct: Our maintenance staff has moved from paper copies of work orders to the digital age. Each worker has an iPad Mini that is used to manage assigned work orders, including, automated emails submitted to principals when the work is complete.
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