Charlotte Mecklenburg Schools Auxiliary Services Division The Business

Charlotte Mecklenburg Schools Auxiliary 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 2011 National Conference on Education February 17 – 19, Denver, CO www. AASA. org/NCE Philip A. Berman Executive Director for Building Services Charlotte Mecklenburg Schools

Presentation Overview Objectives: • 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) 2

Charlotte Mecklenburg Schools Raleigh • Charlotte 3

CMS History 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 4

CMS District Profile • • • ± 140, 000 Pre-K – 12 51% FRL 178 Schools 40 Magnet Schools No Taxing Authority “At Will” State FY 2010 Budget $1, 233, 565, 489 County & 7 Municipalities 21, 177, 855 sf buildings (649) and Mobiles (1241) • 4, 892 Acres of school/district grounds 5

CMS Budget Revenue Source REVENUE SOURCES FEDERAL 16% STAT E 56% LOCAL 28% 6

MAINTENANCE AND OPERATIONS INFORMATION Cost per square foot budgeted for Maintenance and Operations Basis: 21, 177, 855 square feet Building Services 2010– 2011 Adopted Budget Description Utilities Mobile Classrooms Support Services Custodial Services Maintenance Services $ Budgeted $24, 502, 763 $3, 477, 119 $1, 155, 989 $30, 448, 328 $26, 394, 548 Total $85, 978, 747 $/s. f. $1. 16 $0. 05 $1. 44 $1. 25 $4. 06 Maintenance and Operations Portion of 2010 – 2011 Adopted Budget Description $ Budgeted $/s. f. Utilities $24, 502, 763 $1. 16 Mobile Classrooms (A) $277, 119 $0. 01 Support Services $1, 155, 989 $0. 05 Custodial Services $30, 488, 328 $1. 44 Maintenance 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 (Mobile Units) and $200, 000 (Lease) approved for the 2010 -2011 Fiscal Year. NOTE 1: (B) Maintenance budget amount excludes $5, 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 7

Building Services Principles for K-12 Facilities Management Excellence Customer Expectations Mission To 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 driven We will strive for Continuous Quality Improvement Effective communication is essential We must make use of Technology Team and Individual accountability 8

Building Services Key Business Operations • • Operations & Maintenance Services o Operation & Emergency Response o Routine Maintenance o Capital Services & Facilities Planning Support o Planned Preventive Maintenance o Special Projects, small renovations, MCR o Insurance Optimization o Warranty Administration o Environmental Management System & Energy Mgt o Safety o Custodial Services o Property Management; Quality; Customer Service o Insurance Claims Processing Support Services o Budget Development and Management Services o Purchasing & Contract Administration o Accounts Payable & P – Card Administration o Payroll o Technology Support 9

Unique Business Models Customer Driven Focus • Property Management serves as Representatives for School Principals (tenants), and Building Services (the owner) using Commercial 3 rd 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 10

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 in dialog to build trust 11

INDOOR AIR QUALITY 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

USEPA NATIONAL MODEL OF SUSTAINED EXCELLENCE & NATIONAL MENTOR OF THE YEAR School. Dude University Brian Kasher © 2009

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.

USEPA TOOLS FOR SCHOOLS PROGRAM Informative Guides Videos Problem Solving Wheel

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. Ø Reduces chemical load on buildings and their occupants

PREVENTIVE/PREDICTIVE MAINTENANCE CMS maintenance shops, custodial services and engineering participate in the O&M program including: paint, grounds, carpentry, roofing, sheet metal, plumbing, electrical and HVAC • Thermal Graphic Imaging • Ventilation & HVAC Cleaning • Exhaust Fan Updates w/DDC • Quarterly HVAC Filter Changes • Building Envelope Updates • Roofing Maintenance • Electrical System Updates

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 TREATED WOODS • • 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

RADON 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

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 CONTENTS Section 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 ü Continuous Improvement Plans Establish Business Focus Baldrige ü ISO 9001: 2008 Quality Management System ü ISO 14001: 2004 Environmental Management System ü OSHAS 18001 Safety Management System ü Baldrige Performance Excellence Criteria ISO 14001 OSHAS 18001 ISO 9001 Continuous Improvement Plans

Development of Continuous Improvement Plans • 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 28

Performance Management Building 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. 29

Road to Excellence • • • 1998 2002 2004 2006 2007 2008 2009 • • 2010 2011 2012 2013 Building Services Reorganization CMS Implements “Tools for Schools” CMS Receives “Tools for Schools” Excellence Award ISO 9001 “Gap Analysis” Development of Continuous Improvement Plans Building Services Receives Baldrige NCAf. E Level II Building Services Receives ASBO Facilities Master Award CMS Receives “Tools for Schools” Sustained Excellence Award Facility Departments Commence Development of ISO 9001 QMS CMS Enters into ESI Partnership with NCDENR CMS Receives EPA National Mentor of the Year Award CMS Named as Public Corporation of the Year for Minority Business Participation Facility Departments Attain ISO 9001 Certification Other Auxiliary Services Departments Commence ISO 9001 Process EMS Recognized by DENR as Meeting ISO 14001 Requirements Auxiliary Services Receives NCAf. E Levels I and II Auxiliary Services ISO 9001 Certified OHS Management System OSHAS 18001 Certified Auxiliary Services Receives NCAf. E Levels III and IV 30

Background Malcolm Baldrige 1922 -1987 The 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 death 1987 in a rodeo accident. Administration “ The economic liberty and strong competition that are indispensable to economic progress were principles that “Mac” Baldrige stressed…” Ronald Reagan • 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 Uses Education and Organizational self – assessment and self improvement 31

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ISO 9001 Quality Management System • International Organization for Standardization (ISO) • Quality Management System (QMS) • Customer Satisfaction • Globally Recognized Standard • Say What You Do • Do What You Say 33

ISO 9001 Typical Process The Overview Process will show the relationship with other processes Each Process will include: • Objective & Scope • Responsibility • Documentation • Equipment Improving readership Each Process will show • Procedure the steps taken from • Process Overview beginning to end process • Process Charts including any decision made 34

ISO 14001 Environmental Management Standard • 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 35

ISO 14001 17 ELEMENTS 4. 2 Environmental Policy 4. 5 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 Checking & Corrective Action 4. 5. 1 Monitoring & Measurement 4. 5. 2 Nonconformance, Corrective & Preventive Action 4. 5. 3 Records 4. 5. 4 EMS Audit 4. 6 Management Review 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

OSHAS 18001 Health and Safety Standard • 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 37

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

CMS ENVIRONMENTAL FOOTPRINT • 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

CMBOE POLICY ECF EXCERPT 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. Ø Environmental Compliance Ø Ø Pollution Prevention Ø Resource Conservation Ø Sustainable Development Ø Sustainable Purchasing Ø Resource Recovery 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 School is then recognized as stewardship partner and becomes to environmental stewardship and eligible for participation in the school provide key staff contact info: stewardship incentive program. • Energy coordinator • Recycling coordinator • IPM contact • Sustainable Purchasing • CSH Leader

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

SINGLE STREAM RECYCLING 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

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 $1 M 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 2 M annually Reduced operating fleet by 100 buses Using biological based parts cleaner Operating 4 natural gas buses

ENVIRONMENTALLY SUSTAINABLE PURCHASING ". . . 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 ü Procure in excess of 1. 2 million gallons of green cleaning products annually ü Procure in >5400 cubic yards of recycled playground fall protection material ü Piloting alcohol and biological parts cleaners ü Participate in friends of the farmer local produce program

STORM WATER SW 3 P 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 (SW 3 P) 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 CMS contractors reclaim: • Gypsum board • Doors, • Old machinery, • Glass • Asphalt, • Ceiling tiles • Rubber and • Hardware • Many more products. • Cardboard 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.

CUSTODIAL LAMP RECYCLING PROGRAM 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