A Plan for Continuous Improvement

1. A Plan for Continuous Improvement Springfield Public Schools Presented To: The Springfield Control Board December 21st 2005

2. Agenda • Department Overview • SPS Profile • PFM Action Plan • Energy Management • Putnam Vocational School Update • Continuous Improvement Plan

3. Department Overview • Consolidated Parks and Recreation Department, with Facilities Management Department, into one Department Parks, Buildings, and Recreation (PBR) – Jan 2005 • One Stop management for school building needs, centralized management control of all custodians, and management of grounds maintenance • Conducted assessment of school buildings January 2005 to provide high level baseline of work required and to prioritize schools’ needs • Submitted draft version 1.0 of the School Building Master Plan

4. Department Overview • Assessed current situation • Profile of organizational health • Sick leave • Worker’s comp • Grievances • Conducted informational meetings with all employees • Set new goals and standard for all employees • Attendance program • Custodial Care Manual • Customer Service

5. Department Overview • Implemented Web-Based Work Order System • Schools can go on-line to post work order requests. • Schools can track work order requests on a daily basis • Self Service Touch Screen Kiosk • Work Order Statistics • Since January 2005 • Total Requests 8,100 • Completed 6,500 • Balance 1,600

6. Department Overview • Current Work Order Functions • Work Order Request Management • Weekly Encumbrances • Clerk Productivity • Trade / Contractor Productivity • Invoice Authorizations • Virtual Thrift Store • Self Service Kiosk • Facility Master Planning

7. Department Overview

8. SPS Past Profile • Safety Issues • Fire Safety Code Violations • Building Code Violations • Structural Integrity Deficiencies • Mechanical Systems Inefficient • Electrical Systems Outdated

9. SPS Profile • Second largest school district in New England • Serves 27,000 students • 4.4M gross square footage of school buildings • Average building age 54 years • The national average per pupil expenditure for facility maintenance is $1,037. Springfield spends $907. • The national average sq ft per tradesperson is 87,931. Springfield assigns 235,985 sq ft per tradesman.

10. Energy Management • Coordinating energy management City-wide. • Completed overview of existing systems and costs to operate city buildings • Preparing bid specifications for energy management services. The bid will be submitted to the DOE for their approval in December ’05 • Will conduct interview for qualified companies January ’06. • A complete audit and recommendations is anticipated September ’06

11. Current Conditions- Putnam Vocational High School • April ‘05 - Met with MSBA on April 4th to discuss construction of a new Putnam Vocational School • Oct ’05 – Toured current facility with the State Treasurer and MSBA management to determine next steps.. • Dec ’05 - Currently out to bid for a project management company. • Jan ’06 - The City will review bid responses from qualified project management firms and award.

12. Continuous Improvement Plan • Committed and completed $2M in FY ’05 and $2M FY ’06 in deferred maintenance. • Due to extensive deferred maintenance backlog we have identified $4 million per year in general maintenance needs over the next 4 years. • Committed $600K for FY’05 City Capital Funds • Replacement of Lincoln School Windows • Identified $33 million dollars capital project needs