FCMAT UPDATE Facilities Management

1. FCMAT UPDATE Facilities Management November 30, 2005

2. Overall Improvement FCMAT District • Review Score Self-Rating • Sept 2003 1.46 • March 2004 2.96 • Sept 2004 3.58 • Jan 2005 6 • Sept 2005 4.52 6

3. FCMAT Standards Update, November 2005 Jan Sept March Sept Sept Sept Standard to be addressed 2000 2003 2004 2004 2005 2005 Rating Rating Rating Rating Self-Rating Rating 1.7 Outside lighting is properly placed and monitored on a regular basis to ensure the operability/adequacy of such lighting to ensure safety while activities are in progress in the evening hours. Outside lighting should provide sufficient illumination to allow for 0 2 3 4 6 5 the safe passage of students and the public during after-hours activities. Lighting should also provide security personnel with sufficient illumination to observe any illegal activities on campus. 1.8 The District has a graffiti and vandalism abatement plan. The District should have a written graffiti and abatement plan that is followed by all District employees. The District 3 1 1 1 6 2 provides District employees with sufficient resources to meet the requirements of the abatement plan. 1.12 Building examinations are performed, and required actions are taken by the governing board upon report of unsafe 2 1 4 4 7 6 conditions. [ EC 17367]

4. Jan Sept March Sept Sept Sept Standard to be addressed 2000 2003 2004 2004 2005 2005 Rating Rating Rating Rating Self-Rating Rating 1.14 Sanitary, neat and clean conditions of the school premises exist and the premises are free from conditions that would 1 1 4 5 7 7 create a fire hazard. [CCR Title 5 §633] 1.16 Appropriate fire extinguishers exist in each building and current inspection information is available. 5 4 4 4 7 4 [ CCR Title 8 §1922(a)] 1.24 The District conducts periodic safety training for employees. District employees should receive periodic training on the 2 3 3 5 7 6 safety procedures of the District. 2.1 The District should have a long-range school facilities 4 2 3 4 7 5 masterplan. 2.4 The District has created a Citizens Oversight Committee to ensure the appropriateness of expenditures related to the recent passage of the District’s local school bond measure(Measure A). This 1 0 4 3 7 5 committee will function as an advisory facility planning committee. (Reworded since the 2000 report.) 2.6 The District should develop and implement an annual capital 1 2 3 5 7 5 planning budget.

5. Jan Sept March Sept Sept Sept Standard to be addressed 2000 2003 2004 2004 2005 2005 Rating Rating Rating Rating Self-Rating Rating 2.17 The District has established and utilizes an organized methodology of prioritizing and scheduling projects. New 1 3 3 6 4 (Added since the 2000 report.) 2.18 The District should distribute facility funding in an equitable manner to all communities served and to all New 1 3 3 6 4 school levels. (Added since the 2000 report.) 3.10 The District maintains a plan for the maintenance and 1 1 3 4 7 5 modernization of its facilities. [EC 17366] 3.12 The District actively manages the deferred maintenance projects. The District should review the five-year deferred maintenance plan annually to remove any completed projects 1 1 5 6 8 6 and include any newly eligible projects. The District should also verify that the projects performed during the year were included in the state-approved, five-year deferred maintenance plan. 6.3 The District provides facilities for its Special Education programs which provide appropriate learning environments in relation to 2 3 4 5 7 6 educational program needs.

6. Jan Sept March Sept Sept Sept Standard to be addressed 2000 2003 2004 2004 2005 2005 Rating Rating Rating Rating Self-Rating Rating 8.3 The District should create and maintain a system to track utility costs and consumption and to report on New 0 2 2 4 2 the success of the District’s energy program. (Added since the 2000 report.) 8.5 Adequate maintenance records and reports are kept, including a complete inventory of supplies, materials, tools and equipment. All employees required to perform maintenance on school sites should be provided 2 1 3 4 6 5 with adequate supplies, equipment and training to perform maintenance tasks in a timely and professional manner. Included in the training is how to inventory supplies and equipment and when to order or replenish them. 8.6a Procedures are in place for evaluating the work quality of custodial staff. The quality of the work performed by the custodial staff should be evaluated on a regular 1 1 1 3 6 4 basis using a board-adopted procedure that delineates the areas of evaluation and the types of work to be evaluated.

7. Jan Sept March Sept Sept Sept Standard to be addressed 2000 2003 2004 2004 2005 2005 Rating Rating Rating Rating Self-Rating Rating 8.6b Procedures are in place for evaluating the work quality of maintenance and operations staff. The quality of the work performed by the maintenance and 2 0 3 3 6 5 operations staff should be evaluated on a regular basis using a board-adopted procedure that delineates the areas of evaluation and the types of work to be evaluated. 8.8 The District has an effective preventive maintenance program. The District should have a written preventive maintenance program that is scheduled and followed by the maintenance 1 1 1 1 1 1 staff. This program should include verification of the completion of work by the supervisor of the maintenance staff. 8.9/ Toilet facilities are adequate and maintained. All buildings 8.10 and grounds are maintained.[CCR Title 5 § 631] 1 1 2 4 7 5 (Reworded/combined since the 2000 report.) 8.11 The District has implemented a planned program maintenance system. The District should have a written planned program maintenance system that includes an inventory of all facilities 1 1 1 1 N/A 1 and equipment that will require maintenance and replacement. This program should include purchase prices, anticipated life expectancies, anticipated replacement timelines and budgetary resources necessary to maintain the facilities.

8. Jan Sept March Sept Sept Sept Standard to be addressed 2000 2003 2004 2004 2005 2005 Rating Rating Rating Rating Self-Rating Rating 8.12 The District has a documented process for assigning routine repair work orders on a priority basis. New 1 4 5 7 7 (Added since the 2000 report.) 9.6 The District has developed and maintains a plan to ensure equality and equity of its facilities throughout the District. 1 2 3 3 7 4 [EC 35294] 10.2 Education Code Section 38130 establishes terms and condition of school facility use by community organizations, in the process requiring establishment of both “direct cost” 5 3 3 3 6 4 and “fair market” rental rates, specifying what groups have which priorities and fee schedules. 11.3 The District should provide clear and comprehensive 0 2 3 7 5 communication to staff of its standards and plans.

9. AccomplishmentsBuildings & Grounds • Staff continues to improve outside lighting by replacing and adding lighting to our campuses. Improvements have been completed at the following campuses • Manzanita • Fremont H.S. • Hawthorne • UPA • Castlemont H.S. • Graffiti removal is our No.1 concern. Seven painters are dedicated to daily removal throughout the District’s campuses. Facilities is working with the “All City Student Council” and campus based student groups to help with preventive measures. The Board has adopted Administrative Regulation AR 3515 Campus Security and Board Policy BP 5131.5 Vandalism, Theft and Graffiti. Board policy allows for restitution of damages to be collected from a student or parent up to the limits allowable by Ed Code. • Working toward collective bargaining unit agreement to allow additional sources of abatement.

10. AccomplishmentsCustodial Services • Distribution of new cleaning equipment with necessary training component to insure maximum efficiency. • CDC’s to receive new cleaning equipment also. • Research of “fair market” and “District cost” regarding community use of District Facilities under the Civic Center Act. • Custodial staff has been assigned directly to each school and is supervised by site Administrators with assistance from Custodial Services Field Supervisors and/or Director. • Schools sites are inspected and documented by Custodial Services. Results of inspections are reviewed with site Administrators and Custodial Personnel. Site administrators signatures are required on inspection forms. • School site Custodians inspect restrooms 3 times daily and are submitting restrooms inspection forms weekly.

11. Accomplishments (cont’) • Safety meetings are held monthly, licenses and certification are maintain current through internal and external training, e.g. IIPP, AHERA, chemical usages, UST operator. • The recently completed master plan will be used to guide us in the development of our five (5) year maintenance plan. • Deferred Maintenance plan is current and projects are managed accordingly. • Facilities has funding approved to the hiring of a utility manager and training of school staff on energy conservation. Facilities has partnered with PG&E to review current usage, audit several facilities for reductions and educate staff on energy reduction strategies. • Facilities has recommended the purchase and installation of a new work order system that ties to our Districts Financial System. • Evaluations are conducted annually in accordance with Board Policy 4200 and collective bargaining agreement.

12. Accomplishments Facilities Department • The original scope of the Facilities Master Plan is complete and will be presented to the Board this evening. • Facilities survey condition and site analysis and interpretation for all school sites • Surveys include sites visits and gathering of assessment information form all school sites via an extensive questionnaire. • Updated site diagrams for all District sites • Review and analysis of facilities feasibility of implementing multiple small schools on 34 school sites • In order to more thoroughly address FCMAT standards and department goals the master planning scope of services was expanded. This phase II scope includes the following key components: • A team of civil, mechanical, plumbing, electrical engineers and a roofing consultant are in the process of visiting all school sites to determine the status of each site’s infrastructure and make recommendations concerning future needs

13. Accomplishments (cont’) • Recommendations will include life cycle analyses of building systems including present and future cost estimates for completing the recommended repairs and replacements over a five year period. • Finally, a matrix is being developed that will capture all site facilities needs District wide and allow for the prioritization of future repairs and improvements based on agreed upon priorities. • Annual capital improvement budgets are developed on a project by project basis which link cash balances to budgets. Each year the budget includes a cash flow of revenue and expenditure for a three year period.

14. AccomplishmentsCustodial Services • Distribution of new cleaning equipment with necessary training component to insure maximum efficiency. • CDC’s to receive new cleaning equipment also. • Research of “fair market” and “District cost” regarding community use of District Facilities under the Civic Center Act. • Custodial staff has been assigned directly to each school and is supervised by site Administrators with assistance from Custodial Services Field Supervisors and/or Director. • Schools sites are inspected and documented by Custodial Services. Results of inspections are reviewed with site Administrators and Custodial Personnel. Site administrators signatures are required on inspection forms. • School site Custodians inspect restrooms 3 times daily and are submitting restrooms inspection forms weekly.