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Charlotte Mecklenburg SchoolsAuxiliary Services Division

The Business Case for Promoting Student Health and Learning through integration of World Class Models for Performance Excellence and Indoor

Air Quality Best Management Practices

Philip A. BermanExecutive Director for Building Services

Charlotte Mecklenburg Schools

2011 National Conference on EducationFebruary 17 – 19, Denver, CO

www. AASA.org/NCE

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Presentation OverviewObjectives:

• Present the Business Case for integrating and aligning Indoor Air Quality (IAQ) and Environmental Stewardship into Pre K-12 Facilites Management

• Communicate how World Class Models for Performance Excellence with IAQ Best Management Practices (BMP) can overcome resource limitations

Presentation Segments:

• CMS district profile with Maintenance and Operations Business and Finance Measures

• Example of how CMS Building Services Mission and Vision Aligns with IAQ

• Examples of IAQ BMPs at CMS

• CMS Auxiliary Services Performance Excellence– Continuous Improvement Plans– Baldrige– ISO 9001 Quality Management System– ISO 14001 Environmental Management System– OSHAS 18001 Health and Safety Standard (future)

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• Charlotte

Raleigh

Charlotte Mecklenburg Schools

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1852 Loose affiliation of County Schools

1882 Charlotte Public Schools Established

1944 14 County School Districts Consolidated

1954 Brown v. Board of Education of Topeka

1960 County and City Districts Merge

1965 Swann v. Board of Education

1970 Supreme Court Ordered Busing

2001 Cappachione v. Board of Education

2005 Citizen’s Task Force on CMS Initiated

2006 Business Units Commence Review of Best Practices, Key Performance Indicators, and Benchmarks

CMS History

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• ±140,000 Pre-K – 12• 51% FRL• 178 Schools• 40 Magnet Schools• No Taxing Authority• “At Will” State• FY2010 Budget $1,233,565,489• County & 7 Municipalities• 21,177,855 sf buildings (649) and

Mobiles (1241)• 4,892 Acres of school/district grounds

CMS District Profile

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STATE56%

LOCAL28%

FED-ERAL16%

REVENUE SOURCES

CMS Budget Revenue Source

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MAINTENANCE AND OPERATIONS INFORMATIONCost per square foot budgeted for Maintenance and Operations

Basis: 21,177,855 square feet

Description $ Budgeted $/s.f.Utilities $24,502,763 $1.16Mobile Classrooms $3,477,119 $0.16Support Services $1,155,989 $0.05Custodial Services $30,448,328 $1.44Maintenance Services $26,394,548 $1.25

Total $85,978,747 $4.06

Building Services 2010– 2011 Adopted Budget

Maintenance and Operations Portion of 2010 – 2011 Adopted BudgetDescription $ Budgeted $/s.f.

Utilities $24,502,763 $1.16Mobile Classrooms (A) $277,119 $0.01Support Services $1,155,989 $0.05Custodial Services $30,488,328 $1.44Maintenance Services $21,394,548 $1.01

Total $77,778,747 $3.67

CMS Maintenance & Operations $77,501,628 $3.66/sq.ft.

NOTE 1: (A) Mobile Classrooms budget amount excludes $3,000,000 (Mobile Units) and $200,000 (Lease) approved for the 2010-2011 Fiscal Year.

NOTE 1: (B) Maintenance budget amount excludes $5,000,000 approved for the 2010-11 Fiscal Year. The budget includes $582,736 in debt service payment for Energy Performance Contract. The portion of the remaining non-mobile related Building Services Budget that reflects operations (Utilities, Support Services, Maintenance, and Custodial is $3.66

CMS Maintenance & Operations Budget x 100 = $ 77,501,628_ x 100 = 6% Total School System Budget $1,233,565,489

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Principles for K-12 Facilities Management Excellence

Customer Expectations

MissionTo provide excellent educational facilities for all stakeholders that are

safe, clean, well maintained, and environmentally secure.

Vision:To be the premier facilities management organization

in the K-12 environment

Our Organization: Our Organization will be customer focused, process oriented, and

data drivenWe will strive for Continuous Quality Improvement

Effective communication is essentialWe must make use of TechnologyTeam and Individual accountability

Building Services

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• Operations & Maintenance Serviceso Operation & Emergency Responseo Routine Maintenanceo Capital Services & Facilities Planning Supporto Planned Preventive Maintenanceo Special Projects, small renovations, MCRo Insurance Optimizationo Warranty Administrationo Environmental Management System & Energy Mgto Safety o Custodial Serviceso Property Management; Quality; Customer Serviceo Insurance Claims Processing

• Support Serviceso Budget Development and Management Serviceso Purchasing & Contract Administrationo Accounts Payable & P – Card Administrationo Payrollo Technology Support

Building Services Key Business Operations

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Unique Business Models

Customer Driven Focus• Property Management serves as

Representatives for School Principals (tenants), and Building Services (the owner) using Commercial 3rd party Property Management model

• Customer Service Call Center• Contract Custodial Service Management option• Indoor Air Quality National Leadership• Successful Special Response Process• Seamless Capital Service Management

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Principles for K-12 Facilities Management Excellence

Best Practices to Manage Risk

• Executive Leadership is engaged in Facilities risk issues with commitment to assemble and sustain a team with necessary skill sets

• Processes, procedures, expectations, and supporting metrics

• Rapid mobilization capabilities 2 hr./24 hr. response data dashboard deliverables Trained CMS “SMART” Team (Special Maintenance Response

Team) Take home vehicle policy Blackberry cell phone technology GPS

• Planned outreach strategies for M/O Leadership to engage school staff and the public and the public in dialog to build trust

Studies indicate indoor air quality (IAQ) has the potential to assist or impede the education process. 

CMS supports good IAQ through:• Proactive Inspections• Priority IAQ Response• Documented Surveys• Aggressive HVAC Cleaning• Low VOC Materials Selection• Integrated Pest Management• Green Cleaning• Anti-Idling Program• ULSD Bus Fuels/GPS• Tools For Schools

INDOOR AIR QUALITY

13SchoolDude University Brian Kasher © 2009

USEPA NATIONAL MODEL OF SUSTAINED EXCELLENCE & NATIONAL MENTOR OF THE YEAR

ASTHMA EDUCATION PROGRAM

Asthma is the number 1 chronic disease among students in CMS. Over 6,500 students have been diagnosed with asthma. Asthma also is the

number one reason for school absence for children with chronic diseases nationally.  On average there can be between 1-3 asthmatic

students or teachers expected in every classroom.

Informative Guides

Videos

Problem Solving Wheel

USEPA TOOLS FOR SCHOOLS PROGRAM

INADEQUATE VENTILATION

SPECIAL MAINTENANCE ASSIGNMENT RESPONSE TEAM

• In-house critical response beyond routine custodial and maintenance capability

• Cross departmental response team

• 24 / 7 / 365 facility support

• Asbestos O&M, mold and HAZCOM trained

• Medically cleared to don respirators

• Small-scale short-duration project focus

• Temporary containment of large scale projects pending outsource

• Written response protocols

• 3 signature project completion verification   SMART

GREEN CLEANING

Cleaning to protect health without harming the environment. Green cleaning programs go beyond chemical and equipment considerations and may include policies, procedures, training and “shared” responsibility.

• Reduced chemical types from 12 to 4• Eliminated caustic emulsifier 17,200 gallons• Conversion to HEPA Vacuums • Conversion to battery operated burnishers• 1.2 Million gallons green cleaners annually• Aggressive internal inspection program

INTEGRATED PEST MANAGEMENT (IPM)

Comprehensive approach to pest management combining biological, physical, chemical, and cultural tactics to prevent and solve pest problems.  The emphasis of IPM is prevention.

Reduces chemical load on buildings and their occupants

PREVENTIVE/PREDICTIVE MAINTENANCE

• Thermal Graphic Imaging

• Ventilation & HVAC Cleaning

• Exhaust Fan Updates w/DDC

• Quarterly HVAC Filter Changes

• Building Envelope Updates

• Roofing Maintenance

• Electrical System Updates

CMS maintenance shops, custodial services and engineering participate in the O&M program including: paint, grounds, carpentry, roofing, sheet metal, plumbing, electrical and HVAC

CLASSROOM AIR DELIVERY SYSTEMS

Squirrel Cage Fan Coil System

Cleaning HVAC systems increases efficiency, reduces energy consumption and improves air quality

PLAYGROUNDS

CMS Maintains 248 Public Playgrounds at 118 Schools  

• >1000 ASEP inspections plus annual audit

• ASTM/CPSC Public Playground Guidelines

• Recycled Pallets for Kid Cushion

• Recycled Plastic Components

• 338 playground work requests entered during 2009-2010 school year, a reduction of 183 work requests over 2008-2009

• Removed or Sealed CCA Treated Woods• ISO 9001 Quality Management Process

• CCA 22% Arsenic by Weight• Used through 2003• Play areas, walk ways, decking• Bleachers, dug outs• Remove or seal every 2 years• Cover or remove soils• Carcinogen• CMS has aggressively removed CCA

treated woods from playgrounds

CCA TREATED WOODS

The Surgeon General has determined Radon to be the number two (2) cause of Lung Cancer in the US second only to cigarettes.

Schools may be a significant source of radon exposure for children and staff according to the United States Environmental Protection Agency (USEPA).• Carcinogen• CMS tested 76 random sites with

no tests at or near 4 Pico curries limit of concern (2.4 max)

Radon Mapping Available through USEPA Radon Program

RADON

CMS CHEMICAL HYGIENE PLAN

• Outlines information which protects those working in school laboratories from health hazards associated chemicals

• Details processes and precautions to minimize chemical exposure

• Establishes chain of command to handle specific safety responsibilities within CMS and specific school sites

• Protects the environment from contamination with hazardous chemicals utilized in the school laboratory.

• Ensures appropriate management of chemicals in CMS.

HAZARD COMMUNICATION

Material Safety Data Sheets (MSDS) for ~480 chemicals used by Building Services supporting facilities available for download though CMS MSDS on-line library. Additional departments initiating participation.

MSDS CONTENTSSection 1. Product Identity Section 2. Hazardous Ingredients and Exposure Limits Section 3. Chemical Characteristics Section 4. Fire and Explosion Information Section 5. Reactivity Section 6. Health Effects Section 7. Handling and Storing Instructions Section 8. Control Measures

CMS PERFORMANCE EXCELLENCE MODEL

Continuous Improvement Plans Establish Business Focus

ISO 9001:2008 Quality Management System

ISO 14001:2004 Environmental Management System

OSHAS 18001 Safety Management System

Baldrige Performance Excellence Criteria

ISO14001

ISO 9001

OSHAS 18001

Baldrige

Continuous Improvement Plans

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• Business Improvement Plans for Maintenance, Custodial Services, Support Services, Energy, Property Management , Environmental Health and Safety, Mobiles

• Identify Industry Best Practices, KPIs and Benchmarks

• Consultants Evaluate Staffing, Organization, and Process

• Assess Relative Performance• Implement Organizational Change• Implement Improvement Strategies• Measure• Customer Focus and Performance Surveys

Development of Continuous Improvement Plans

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Performance ManagementBuilding Services

2010 – 2011 High Level Goals Changing Building Services safety culture to one that accepts the premise that

“all injuries” and occupational illness are preventable”.

Develop and implement School Consolidation Strategies

Identifying Key Performance Indicators (KPIs) and establishing goals, measures, and strategies for continuous improvement of CMS Building Services and reporting such through the Auxiliary Services Continuous Improvement Plan

Continuous Improvement Quality Management and Efficiency Initiatives • ISO – 9001 Certification • GPS to achieve maintenance efficiency and productivity improvements (> 10%) • Biometric Time and Attendance System • Mandatory attendance management program • Customer Services standards and training for custodial services• Revised Facility Assessment Process

Lead district wide Environmental Management System (EMS) following the Federal Government ISO – 14001 approach and implement CMS Strategic Energy plan as cornerstone of EMS

Improve process for quality management for mechanical systems of new or renovated construction.

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• 1998 Building Services Reorganization• 2002 CMS Implements “Tools for Schools”• 2004 CMS Receives “Tools for Schools” Excellence Award• 2004 ISO 9001 “Gap Analysis”• 2006 Development of Continuous Improvement Plans• 2006 Building Services Receives Baldrige NCAfE Level II• 2007 Building Services Receives ASBO Facilities Master Award • 2007 CMS Receives “Tools for Schools” Sustained Excellence Award• 2008 Facility Departments Commence Development of ISO 9001 QMS• 2008 CMS Enters into ESI Partnership with NCDENR• 2009 CMS Receives EPA National Mentor of the Year Award• 2009 CMS Named as Public Corporation of the Year for Minority Business

Participation• 2010 Facility Departments Attain ISO 9001 Certification• 2010 Other Auxiliary Services Departments Commence ISO 9001 Process• 2010 EMS Recognized by DENR as Meeting ISO 14001 Requirements• 2011 Auxiliary Services Receives NCAfE Levels I and II• 2012 Auxiliary Services ISO 9001 Certified• 2012 OHS Management System OSHAS 18001 Certified• 2013 Auxiliary Services Receives NCAfE Levels III and IV

Road to Excellence

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Malcolm Baldrige1922-1987

BackgroundThe Baldrige National Quality Program and the associated Award were established by the Malcolm Baldrige National Quality Improvement Act of 1987 (Public Law 100-107). The Program and Award were named for Malcolm Baldrige, who served as United States Secretary of Commerce during the Reagan administration, from 1981 until Baldrige’s untimely death1987 in a rodeo accident.

Administration• Only formal presidential level recognition for performance excellence of both public and private U.S. organizations

• Administered by Baldrige National Quality Program• Managed by U.S. Department of Commerce, National Institute of Standards, and Technology

• As of 2009, 84 organizations had received the Award

Main UsesEducation and Organizational self – assessment and self improvement

“ The economic liberty and strong competition that are indispensable to economic progress were principles that “Mac” Baldrige stressed…”

Ronald Reagan

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• International Organization for Standardization (ISO)

• Quality Management System (QMS)• Customer Satisfaction• Globally Recognized Standard• Say What You Do• Do What You Say

ISO 9001 Quality Management System

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Improving readership

Each Process will include:• Objective & Scope• Responsibility• Documentation• Equipment• Procedure• Process Overview• Process Charts

The Overview Process will show the relationship with other processes

Each Process will show the steps taken from beginning to end process including any decision made

ISO 9001 Typical Process

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• Globally Recognized EMS Requirements • A positive Effect on Environmental Compliance

and Performance• Improved Environmental Awareness, Involvement

and Competency• Better Internal and External Communication• Improved Efficiency, Reduced Costs, Greater

Consistency• Better Relationships with Regulators

Final Report of the US EPA Environmental Management System Pilot Program for Local

Government Entities – USEPA 2000

ISO 14001 Environmental Management Standard

ISO 14001 17 ELEMENTS4.2 Environmental Policy

4.3 Planning

4.3.1 Environmental Aspects

4.3.2 Legal & Other Requirements

4.3.3 Objectives & Targets

4.3.4 Environmental Mgt Programs

4.4 Implementation & Operation

4.4.1 Structure and Responsibility

4.4.2 Training, Awareness & Competence

4.4.3 Communication

4.4.4 EMS Documentation

4.4.5 Document Control

4.4.6 Operational Control

4.4.7 Emergency Preparedness & Response

4.6 Management Review

4.5 Checking & Corrective Action

4.5.1 Monitoring & Measurement

4.5.2 Nonconformance, Corrective & Preventive Action

4.5.3 Records

4.5.4 EMS Audit

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• Globally Recognized OSH Management Requirements

• Parallels ISO 9001 and ISO 14001• Promotes Reduced Employee Health and Safety

Risks• Greater Assurance of Conformance with

Occupational Health and Safety Procedures• Deployment of Continual Improvement OSH

Safety Management System

OSHAS 18001 Health and Safety Standard

OBJECTIVES

To illustrate environmental management integration within CMS approach to performance excellence

To characterize the CMS environmental footprint

To provide examples of CMS environmental best management practice

• 181+ - schools, 649 buildings • 1241 mobile classrooms • 21.2 million square feet occupied space• 4,892 acres of land• 1451 utility accounts • 206 million kilowatt hours electric• 3.9 million therms natural gas• 256 million gallons potable water• 2.7 million gallons of diesel• 290 thousand gallons of gasoline• 22.1 million miles yellow bus fleet• 23.5 million meals served • 20 million pounds of solid waste• 12 percent recycled solid waste stream

CMS ENVIRONMENTAL FOOTPRINT

The Board of Education believes that Charlotte Mecklenburg Schools must be an effective steward of our natural resources. The Board hereby commits that the district will continue and strengthen its efforts to operate in a manner that protects and conserves our air, water, and land resources, improves the environment, and promotes environmentally sound behavior.

CMBOE POLICY ECF EXCERPT

Environmental Compliance Pollution Prevention Resource Conservation

Resource Recovery Sustainable Development Sustainable Purchasing

Behavioural Change

CMS STRATEGIC PLAN 2014

Objective : Reduce utility consumption 20%, solid wastes 5%and pollutants 20%

Key Strategy: Engage all stakeholders in conservation of resources

Tactics: 12 tactics aligned into 7 teams

TACTIC MANAGEMENT PLAN TEAMS

SCHOOL ENVIRONMENTAL PARTNERSHIP

School principals sign commitment to environmental stewardship and provide key staff contact info:

• Energy coordinator

• Recycling coordinator

• IPM contact

• Sustainable Purchasing

• CSH Leader

School is then recognized as stewardship partner and becomes eligible for participation in the school stewardship incentive program.

ENVIRONMENTAL STEWARDSHIP GUIDE

• Website PDF Download

• Hyperlink Distributed to Principals and Key Environmental Staff

• Chapters on • Stewardship Programs• School Success Stories• Grant Opportunities• Community Partnerships• Resources

SCHOOL INCENTIVE PROGRAM

• Measures of School Stewardship Activity• Recognition and Incentive Awards• Focus Areas

– Energy Conservation– Recycling– EMS Training– PTSA Engagement– Coordinated School Health– Student Modules

With the 2010-2011 school year an expanded recycling program begins for all CMS locations!

• Student designed recycling logo and slogan  

• 12% recycled of 20 million pound waste stream• Additional resource reclamation includes:

• FFE salvage program• Textbooks salvage• Computers/electronics• Pallets recycling• Capital program demo/reno• Maintenance scrap metals

SINGLE STREAM RECYCLING

STUDENT TRANSPORTATION

• Operating HYBRID school bus • Board vehicle idling policy • Daily GPS monitoring of bus idling • Retrofitted over 225 older buses with diesel oxidation catalysts (DOCs),

diesel particulate filters (DMFs), and repowered engines (over $1M in various grant awards)

• Reduction of >11,000 bus stops in the morning and afternoon• Carolinas Clean Air Coalition Airkeeper Award • Reduced daily miles traveled over 2M annually• Reduced operating fleet by 100 buses • Using biological based parts cleaner• Operating 4 natural gas buses

"...products or services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that

serve the same purpose..."U.S. Federal Executive Order 13101

ENVIRONMENTALLY SUSTAINABLE PURCHASING

Procure in excess of 1.2 million gallons of green cleaning products annually

Procure in >5400 cubic yards of recycled playground fall protection material

Piloting alcohol and biological parts cleaners

Participate in friends of the farmer local produce program

STORM WATER SW3P

CMS  voluntarily joined in the Mecklenburg County National Pollutant Discharge Elimination System (NPDES) joint permit.  The NPDES permit covers storm water discharge directly to creeks and lakes. 

CMS staff participate in:

• Storm water training • Inspecting and labeling storm water drains • Implementing storm water pollution prevention

plans (SW3P) including spill response• Manage storm water at construction sites• Maintain storm water BMP’s e.g. rain gardens  • Distribute storm water information through schools

DEMOLITION PROJECT RECYCLING

Two small demolitions this summer salvaged:

• Over 10,000 square feet of ceiling grid, • 750 tons of ferrous and non-ferrous metal • 650 tons of masonry

This effort generated a 78% reclamation rate.

CMS contractors reclaim:

• Gypsum board • Glass • Ceiling tiles • Hardware • Cardboard

• Doors, • Old machinery, • Asphalt, • Rubber and • Many more products.

Process all types of bulbs including CFL’s

• 11,000 fluorescent lamps recycled in first year of program

• Recycle virtually all components of bulbs:

• metal end caps • glass tubing • mercury• phosphor powder

• Crusher and HEPA filtered device sits atop of 45 gallon drum

CUSTODIAL LAMP RECYCLING PROGRAM