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

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

3. 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. 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. 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 Completed6,500 Balance 1,600

6. 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. 7 Department Overview

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Violations Building Code Violations Structural Integrity Deficiencies Mechanical Systems Inefficient Electrical Systems Outdated

9. 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. 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. 11 Current Conditions- Putnam Vocational High School April ‘05 - Met with MSBA on April 4 th 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. 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