Custodial Services Department Changes

Transcription

1 Custodial Services Department Changes 1. Change hiring practices and provide internal opportunities for promotions 2. Eliminate practice of moving employees who are having performance challenges 3. Involve Principals as part of the hiring team 4. Evaluate and adjust building FTE needs by International Sanitary Supply Association (ISSA)Standards 5. Implement an established Cleaning and Training Program 6. Establish Work Close to Home Program 7. Establish Cleanliness Inspections and Cleaning Competition 8. Challenges

2 Improved Hiring Practices and Promotion Processes New employees hired as Custodial Substitutes Criteria for new hires - Looking for good employees and previous custodial experience not necessary Provide opportunity for internal employees to interview for leadership positions- Only hire external if no qualified applicants Interviews are performed by Andrea Follett and myself to hire most qualified candidate and assure consistency in process

3 Eliminated Practice of Moving Challenging Employees Employees with performance, tardiness, absenteeism, procedural challenges no longer moved Employees re-trained as needed Employees consulted on improvements necessary to succeed Follow a consistent disciplinary procedure with multiple levels of interaction with employees communicate between each other and movement of problem employees created low morale

4 Involved Principals as Part of Team Custodians understand that Principals are in charge of their building Involve Principals in decision making of Head, Leads, Supervisor and Day Porter hiring Provide direction to Principals in dealing with custodial issues Provide Principals with custodial cleaning responsibilities

5 Introduced Process Cleaning for Healthy Schools Sponsored by Healthy Schools Campaign Intended to promote student and staff health National Program started in December 2010 Non-Profit working with K-12 schools A simple step by step program designed for all custodians to follow All Classrooms cleaned the same each day Provide School Districts with cleaning program to maximize productivity to compete against outsourcing Buildings are evaluated using ISSA standard time for cleaning National average of cleaning K-12 is 22,000 sq. ft. per custodian and Process Cleaning uses procedures and technology to clean 27K 30K per custodian

6 What is Process Cleaning 4 Stage Cleaning? 1. Spray and Sanitize: Desks, tables, counters, sinks (classrooms assist with stacking chairs and/or placing chairs on desks) 2. Clean door glass, Door Handles, light switch, Phone 3. Wipe clean counter and sinks 4. Empty trash and pencil sharpener 5. Patrol floor for large trash 6. Clean white boards/chalkboards 7. Wipe desks and tables clean

7 Process Cleaning Stages Stage 2 Loop vacuum all floor surfaces Stage 3 Spot mop floor tile surfaces Stage 4 Clean and Sanitize Restrooms

8 Quad Cleaning Quad Cleaning is extra detail of dusting, scouring fixtures, hard mop floor tile, detail vacuum, and other Each employee area is divided into 4 days, M-Th Friday work is assigned specifically by Head Custodian Custodian completes paper work each day Head Custodian spot checks areas to ensure work is completed Paperwork is sent to Area Supervisors to approve and logged by Trainers

9 Process Cleaning Training Program Created 2 Custodial Training Positions Trainers work side by side with new custodians for 2 days training on the Process Cleaning Program Trainers follow back up after 2 weeks Certificate of Completion provided after 40 hours of Training, creating value of effort and program This is the first formal training and re-training program CPS custodians have had available to them.

10 Evaluated and Adjusted Building FTE Needs ISSA has standards of time to clean everything Began Evaluating Staffing August 2014 Mill Creek was overstaffed by 2 FTE High Schools had 3 daytime custodians starting by 7:30 a.m. Large Elementary had Day Porter coming in at 9 10 a.m. Staff reporting early to allow early off requests meeting the needs of the employee rather than the building. Staff calling early in evening shift asking to go home because they were done with their work 20 of 37 Buildings Were Overstaffed

11 National Average of K-12 Cleaning Based on National Average, a Custodian can clean 22K square feet of student and staff spaces in an eight hour shift High Schools Clean average of 38,494 Sq. Ft Middle Schools Clean average of 34,656 Sq. Ft Elementary Schools Clean average of 28,600 Sq. Ft Custodial Services Cleans An Average of 33,916 Sq. Ft Per Custodian Over 10,000 Sq. Feet More than National average

12 Custodial Services Department Staffing Budgeted FTE Budgeted FTE No Floaters 4 Floaters No Trainers 2 Trainers No Substitutes Average 4-6 Substitutes- $9.14 per hour and not benefit eligible 23 Night Leads 2 High Schools staffed with Night Lead, Head Night, and Custodial Supervisor 7 Night Leads No High School Night Heads 2016 includes the opening of BES, WBE & SBE additions

13 Financial Efficiencies & Improvements Reduction of 18 Lead and Head Positions through attrition- $26,624 Savings Process Cleaning reduced FTE through attrition- $300K Savings budgeted FTE which includes adding Battle Elementary 4 FTE, Shepard and WBE additions 1.25 FTE, 2 Trainers, and 4 Floaters FTE does not include Custodial Substitutes additions for Beulah Ralph FTE &ECLC - 3 FTE creates FTE

14 District Operating Budget Efficiencies Trash bags cost: $82K per year- Bid yearly for best price $98K Paper Products: $212K per year- Re-negotiated price savings $40K Custodial Equipment- Tennant Receive Public School Discount Equipment repairs performed in-house Pro-Team Backpacks are 5 times faster than standard upright Restroom Cleaning Machines remove soils and 20% faster than hand cleaning Green Cleaning Products/Procedures saved $120K 1 st 3 years Orbio Engineered Water: Will save $27K in annual operating budget Sustainability: Produce our own chemicals eliminating 2,184 gallon plastic bottles and 546 shipping boxes each year back into environment.

15 Staffing Challenges August 2015 to March employees left CPS 42% Turnover 17 Better Jobs Commonly for higher hourly rates of pay 21 Terminations 24 Personal Reasons/Other 46 employees have been here less than one year February Were short 12.5 FTE using Subs, Floaters, Trainers, and Supervisors to cover and OT as needed Currently short 2.50 FTE, 4 substitutes, have not filled Beulah Ralph 4.75 FTE Working to Hire and Retain Quality Employees through Quality Jobs

16 District Operating Budget History Salaries & Benefits $5,052,952 $5,336,332 $5,272,998 $5,183,271* $5,517,896** Service and Supplies $ 571,833 $ 580,993 $ 672,240 $ 647,242 $ 659,242 Total Projected Actual $5,597,786 $5,917,325 $5,945,238 $5,830,513 $6,177,138 * The projected actual salaries and benefits are reflective of some turnover and openings as well as a reduction in FTE even with the opening of Battle Elementary School and two elementary additions. ** The requested budget includes the addition of staffing for Beulah Ralph Elementary and the Early Childhood Learning Center as well as the assumption of being more fully staffed. The estimates do not include adjustments for salary schedule enhancements.

17 Work Close to Home Program Established program to reduce employee expense of vehicle cost and personal time on road Distance between Lange and RBHS is 6.56 miles One employee transfer to be closer to home between these locations saves them $ per year in gas and maintenance 12 employees have taken advantage of program to date New Hires are placed as close to home as possible when hired

18 Cleanest Building Competition Program Semi-Annual Program to create Fun Competition between buildings Buildings divided into 6 categories Custodial trainers and myself complete cleanliness inspections Inspections graded and sent to Head Custodian and Principal Grand Award Winners and Runner Up compete for Cleanest Building of the Year