Custodial Services Department Changes

1. Change hiring practices and provide internal opportunities for promotions2. Eliminate practice of moving employees who are having performance

challenges3. Involve Principals as part of the hiring team4. Evaluate and adjust building FTE needs by International Sanitary Supply

Association (ISSA)Standards 5. Implement an established Cleaning and Training Program6. Establish Work Close to Home Program7. Establish Cleanliness Inspections and Cleaning Competition8. Challenges

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

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…

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

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 cleaningNational 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

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, Phone3. Wipe clean counter and sinks4. Empty trash and pencil sharpener5. Patrol floor for large trash6. Clean white boards/Chalkboards7. Wipe desks and tables clean

Process Cleaning Stages

Stage 2Loop vacuum all floor surfaces

Stage 3Spot mop floor tile surfaces

Stage 4Clean and Sanitize Restrooms

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

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.

Evaluated and Adjusted Building FTE Needs

ISSA has standards of time to clean everythingBegan 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 work20 of 37 Buildings Were Overstaffed

National Average of K-12 Cleaning

Based on National Average, a Custodian can clean 22K square feetof 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 CustodianOver 10,000 Sq. Feet More than National average

Custodial Services Department Staffing

2014-15 146 Budgeted FTE

No Floaters

No Trainers

No Substitutes

23 Night Leads

2 High Schools staffed with Night Lead, Head Night, and Custodial Supervisor

2015-16 136.56 Budgeted FTE

4 Floaters

2 Trainers

Average 4-6 Substitutes- $9.14 per hour and not benefit eligible

7 Night Leads

No High School Night Heads

2016 includes the opening of BES, WBE & SBE additions

Financial Efficiencies & Improvements

Reduction of 18 Lead and Head Positions through attrition- $26,624 Savings

Process Cleaning reduced 15.92 FTE through attrition- $300K Savings

2016- 136.56 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

2016-17 additions for Beulah Ralph- 4.75 FTE &ECLC - 3 FTE creates 144.31 FTE

District Operating Budget Efficiencies

Trash bags cost: $82K per year- Bid yearly for best price- 2009 $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 1st 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.

Staffing Challenges

August 2015 to March 2016 – 62 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 2016- 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

District Operating Budget History

2012-13 2013-14 2014-15 2015-16 2016-17

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 2015-16 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 2016-17 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 2016-17 estimates do not include adjustments for salary schedule enhancements.

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 $705.58 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

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