Bakersfield City School District MOBILE MAINTENANCE Bakersfield City

Bakersfield City School District MOBILE MAINTENANCE

Bakersfield City School District MOBILE MAINTENANCE Maintenance and Operations Director James (Mike) Taylor • District History • Reason’s why BCSD implemented the Mobile Maintenance Teams Maintenance and Operations Assistant Director Mike Hamlin • Overview of the Mobile Maintenance Team (MMT) Concept • How we make the MMT successful

Bakersfield City School District MOBILE MAINTENANCE BCSD History 41 School Sites (two more breaking ground in a few months) The District’s oldest building was built in 1930 and the newest building was built in 1994. The District educates 28, 000 students and employs 3, 100 staff members Regardless of your District’s size, we believe you can benefit from the Mobile Maintenance Team Concept.

Bakersfield City School District MOBILE MAINTENANCE Reason’s why BCSD Implemented the MMT concept • Reduced work order response time • Reduced and or eliminated “Windshield” time • Enables better supervision of employees • Increase in productivity, due to factors mentioned above

Bakersfield City School District MOBILE MAINTENANCE BCSD’s Mobile Maintenance Team Was Implemented 2001

Bakersfield City School District MOBILE MAINTENANCE MMT ORGANIZATION CHART Two Teams, Each Team Services ½ the District Team RAMS West Side Schools Preventative Maintenance Supervisor 4 - Trades Helpers Skilled Trades 3 - HVAC Technicians 2 - Electricians 2 – Plumbers 2 - Carpenters 1 – Painter 1 - Concrete Trades Helper 1 - Locksmith 1 - Glazer ________ 1 - Parts Runner Team HAWKS East Side Schools Preventative Maintenance Supervisor 4 - Trades Helpers

Bakersfield City School District MOBILE MAINTENANCE Example on why size doesn’t matter BCSD’s Grounds Department consists of: • 3 Two person Mow Crews • 2 Large Mowers • 4 Grounds/Maintenance Workers • 2 of which are irrigation specialists • 2 of which are playground/fence repair specialists On projects of moderate to large scale, the 4 Grounds/Maintenance workers work as a team, with one member acting as the lead. Team Members may be dispatched for emergencies

Bakersfield City School District MOBILE MAINTENANCE One principal’s thoughts about the MMT concept

Bakersfield City School District MOBILE MAINTENANCE Previous Maintenance Delivery Method • Emergency Based Delivery Method o. Fire Life and Safety o. Political o. Perceived Emergencies • Employees were constantly dispatched to new “Crises” without finishing routine maintenance at sites. • Routine work orders could take months to be completed. • Improvements or “wish list” items could take a year to complete, or might not be addressed at all. • Office staff received hundreds of phone calls and emails regarding uncompleted work orders. Results: Unhappy customers, with little faith in the Maintenance Department.

Bakersfield City School District MOBILE MAINTENANCE Current Maintenance Delivery Method • Emergencies are immediately addressed by one or two team members leaving two or more workers at the site to finish assigned tasks. • Routine and preventative maintenance work orders are completed during each of the two team visits. • Worst case scenario: Improvements and Wish List items may not be completed if there is an unusually high number of emergencies. • Office staff is not inundated with phone calls and emails regarding uncompleted work orders. Results: Increased Customer Satisfaction

Bakersfield City School District MOBILE MAINTENANCE SAVINGS TO THE DISTRICT • Fuel • Estimated $50, 000 is saved per year in fuel charges. • Vehicle Wear and Tear • Thousands of dollars per year is saved on vehicle maintenance due to our service trucks not traveling back and forth from site to site. • Windshield Time • Decreases District liability by lowering potential accidents, ultimately saving in potential higher insurance costs. • Overtime • We have found that this concept has saved the District thousands of dollars per year on overtime charges, due to synergistic effects of team concept.

Bakersfield City School District MOBILE MAINTENANCE SAVINGS • Fuel • Vehicle W/T • Windshield • Overtime

Bakersfield City School District MOBILE MAINTENANCE HOW DO WE MAKE IT SUCCESSFUL? Step 1 • We create a schedule for the academic year. Each of the 41 schools sites will receive a team visit twice a year. During June and July, the teams are utilized on larger projects.

Bakersfield City School District MOBILE MAINTENANCE During prime scholastic testing periods, the teams work at other nonschool sites such as Administration buildings, M. O. T. buildings, etc.

Bakersfield City School District MOBILE MAINTENANCE HOW DO WE MAKE IT SUCCESSFUL? Step 2 • Each Supervisor faxes a reminder to the school sites, two weeks prior to the upcoming visit. • The principal and or secretary will send out notices to school staff reminding them to send in their repair requests. • One week prior to the visit, the team supervisor walks the campus with the principal to review work orders and determine priorities.

Bakersfield City School District MOBILE MAINTENANCE

Bakersfield City School District MOBILE MAINTENANCE THESE ITEMS ARE A ROUTINE CHECK LIST FOR THE TEAM VISIT

Bakersfield City School District MOBILE MAINTENANCE THESE ITEMS ARE A ROUTINE CHECK LIST FOR THE TEAM VISIT • All air filters on the roof top air conditioning equipment are changed out. • While on the roof the team cleans up all loose trash and leaves that sit and hold water causing leaks and they make repairs as needed. • All doors and hinges are inspected, repaired, and lubricated to make sure they are in proper working order. • Locksets and door closers are repaired, lubricated and adjusted. • Floor tiles and bad sections of carpet are repaired, to eliminate tripping hazards. • Ceiling tiles that are damaged are replaced. • Cabinet drawers and doors are repaired. Shelving is added to existing cabinets as needed. • Repair restroom partitions, soap, paper towel and toilet paper dispensers. Items are replaced if they can not be repaired. • Chalk boards are replaced with white boards. • Light painting is done if time and weather allow.

Bakersfield City School District MOBILE MAINTENANCE HOW DO WE MAKE IT SUCCESSFUL? Step 3 • At the end of each team week, we sit down with the principal or secretary, to make sure they are satisfied with our performance and answer any questions they might have. • We provide an evaluation form for the principal to complete and return to our department. This feedback will assure that the site is satisfied with our performance and if not, it helps us become better at what we do.

Bakersfield City School District MOBILE MAINTENANCE

Bakersfield City School District MOBILE MAINTENANCE Another’s principal's thoughts on the MMT

Bakersfield City School District MOBILE MAINTENANCE

Bakersfield City School District MOBILE MAINTENANCE Conclusion • Any school could benefit from the MMT concept • Adaptable team structure and scheduling • Saves Money • Improves Accountability • Fosters “Good Will” with the Customers

Bakersfield City School District MOBILE MAINTENANCE Presentation Created By: Mike Hamlin Maintenance and Operations Cindy Elmore Facilities