Best PracticesPreventative Maintenance

School Facilities

Panel Presentation

April 2007

Panelists …Panelists …

Roger Young – Roger Young and Associates

Daniel Moberly – ASBO International

Paul Anastasi – Newton Public Schools

Ken Wertz – Sharon Public Schools

Goal …Goal …

Maintain schools at a level that enable the instructional staff to meet the goals of 21st Century learners

Challenges …Challenges …

Older facilities

New facilities

Funding

Meeting the Challenges …Meeting the Challenges …

Management Practices / Processes

Identify Best Practices

Professional Development

Networking

FacilitiesMaintenance

JobDescriptions

ProfessionalDevelopment

PerformanceStandards

BuildingUse

Partnerships Grounds

MaintenanceProcess

AuditInformation

DistrictPriority

EnvironmentalSafety

EnergyManagement

Dan MoberlyIAQ Resident PractitionerASBO Internationaldmoberly2003@yahoo.com904-797-3149

IAQ:

The Bar Has Been Raised:

Are You Prepared?

• What is it?

• Why is it a problem and why should we care?

• What can we do about it?

• What tools/resources are available to us?

•Teaching and Learning Issue

•Health & Safety Issue

•Finance / Resource allocation Issue

•Legal Issue

•Political Issue

What is it?

Why Is Indoor Air Quality (IAQ) Important?

• People spend up to 90% of time indoors

• Pollutant levels indoors are often 2-5 times outdoor levels.

• Indoor air pollutants can result in a wide range of health effects

Schools Are Different

• Susceptible population• Aging infrastructure• Many environmental health issues• Many competing priorities• Few resources• Longstanding concerns about

unfunded mandates & EPA (e.g., asbestos)

Schools Are Unique!

• Extremely tight budgets, getting worse

• Densely populated (4 times typical office

building)

• Old buildings / deferred maintenance

• Wide range of pollution sources

• Additions / Temporary space

• Inventive use of space

Exposure Issues

• Indoor environmental quality– Mold & other allergens– Pesticides– Product emissions (VOCs)– Mercury– PCBs– Asbestos– Lead

• Outdoor air pollution– Diesel– Ozone– Particulate Matter

• Site contamination• U/V Radiation • Waste• Water

Related Issues

• High Performance Schools/Green Schools

• Energy Efficiency• Cleaning• Integrated Pest Management • Student Performance• School Siting• Emergency Preparedness• Renovation• Construction• Commissioning• Acoustics• Day Lighting• Life Cycle Costing• Financing• Safety• Other School health issues

Environmental Issues in Schools

Consequences of Poor IAQ

• Health problems / complaints

• Reduced learning and teaching

• Shortened building life

• Testing & mitigation costs

• Loss of trust and credibility

• Negative publicity

• Liability & lawsuits

Possible Health Effects

• Increased spread of colds, etc.

• Coughing, bronchitis

• Nose/throat/eye irritation

• Asthma

• Headaches, fatigue

• Allergic reactions

• Carbon monoxide poisoning

Common Pollutants in Schools

• Particles (dust)• Volatile organic compounds (VOC’s)

– (examples: formaldehyde, new carpet, perfumes)

• Combustion gases, chemical, odors• Mold, bacteria, viruses• Asthma and Allergy triggers

Asthma in Schools

• About 6.3 million school aged children have asthma

• Centers for Disease Control: Asthma in the U.S. is “epidemic proportions”

• Childhood asthma rates have skyrocketed in the last decade

• Asthma is the leading cause of school absenteeism due to a chronic condition (~14 million missed school days/yr.)

Asthma & Allergy Triggers

• Animal dander• Household dust• Insect parts• Pollen• Ozone, VOC’s• Pesticides• Combustion by-products

• Common Reservoirs:– Carpets, pillows, couches, stuffed animals

Why should we care?

• Student performance

• Staff productivity

• Increased absenteeism for students, teachers, and staff

• $$$$$$ for remediation/repairs

•Students and staff interact more constructively in an environment that is orderly, clean, and safe.

•Poor air quality can negatively impact student & teacher alertness and attendance,

•Corresponding impact on student learning.

Learning doesn’t occur in a vacuum.

– A positive relationship exists between school conditions and student achievement and behavior1

– Students who attend schools in poor condition score 11% lower than those attending schools in excellent condition2

– Physical conditions have a direct effect on teacher morale, sense of personal safety, and feelings of effectiveness in the classroom3

1Department of Education (1998) Impact of inadequate school facilities on student learning2American Association of School Administrators (1992) Building our Future: Making School

Facilities Ready for the 21st Century, NASBE3Corcoran T.B., Walker L.J., and White J.L. (1998) Working in Urban Schools. Washington, DC:

Institute for Educational Leadership.

• Schools can improve performance levels of students & faculty by enhancing IAQ

Lower concentrations of carbon dioxide (higher ventilation rates) = higher scores on computerized tests (Myhrfvold & Lauridsen -1996)

Significant relationship between facility condition & student achievement based on test scores (CEFPI Milwaukee

schools – 2000)

Statistically significant reduction in mental performance associated with increased indoor pollutant concentrations & lower ventilation rates (Smedje & Edling –

1996)

Major Causes of Poor IAQ

• Pollution sources• Improperly operated and

maintained HVAC systems• Deferred cleaning and

maintenance

BUT, these are not ROOT CAUSES

So, What Are “Root Causes”?

Lack of awareness of how everyone’s typical activities affect IAQ

“Root” Causes (cont’d)

Lack of awareness of how important the interaction of all staff (and students and parents) is to IAQ, i.e. Communication

“Root” Causes (cont’d)

Lack of awareness by all school staff of a basic knowledge of IAQ and the workings of their school, e.g., the ventilation system

Vision Statement

Empower and educate teachers, custodians, staff members and administration to address/solve Indoor Air Quality concerns in their building.

Goal and Objective

• Provide a healthy and productive teaching and learning environment

• Implement EPA’s Tools for Schools program

Environmental Excellence Is Environmental Excellence Is a Team Sporta Team Sport

IAQ Is Everyone’s Responsibility

• Teachers• Custodians• Facilities Staff• Support staff• Administrators• Students• Nurses• And anyone who spends time in the

building

Framework for Effective School IAQ

Six Key Drivers

IAQ IAQ Tools for SchoolsTools for SchoolsKey FeaturesKey Features

Response to Root Cause

Low Cost / No Cost Adaptable to Individual School Needs No Specialized Training Required Voluntary Common Sense Approach

Goals of the IAQGoals of the IAQManagement PlanManagement Plan

Fix any existing IAQ problems.

Instill an IAQ awareness that leads to preventive actions.

Resolve future IAQ complaints and incidents as they occur.

What Comes Out of the Process?

• Awareness and educated advocacy

• Easy things are fixed

• Priorities are determined

• Lines of communication are opened

• Systems put in place for future

Five Star Buildings

DRY

CLEANCOMFORTABLE

POLLUTANTCONTROL

ADEQUATEVENTILATION

Paul AnastasiPaul Anastasi

Facilities Operations Manager Facilities Operations Manager Newton Public SchoolsNewton Public Schools

Vice-President Massachusetts Facilities Vice-President Massachusetts Facilities Administrators Association. M.F.A.A.Administrators Association. M.F.A.A.Visit us at www.massfacilities.orgVisit us at www.massfacilities.org

Preventative Maintenance.Preventative Maintenance.From Here to There.From Here to There.

Contrary to popular belief most school Contrary to popular belief most school facilities in Massachusetts are doing facilities in Massachusetts are doing preventative maintenance now.preventative maintenance now.

Most communities do not call it Most communities do not call it preventative maintenance and do not preventative maintenance and do not realize that they are even doing it.realize that they are even doing it.

Why Do We Do The Why Do We Do The Preventative Maintenance That Preventative Maintenance That

We Do Now?We Do Now? It is the right thing to do for the health and It is the right thing to do for the health and

welfare of the building occupants.welfare of the building occupants.

Insurance company’s urge prudence in risk Insurance company’s urge prudence in risk avoidance. avoidance.

The community has a certain expectation of The community has a certain expectation of the keeper of it’s real estate. the keeper of it’s real estate.

To improve the teaching and learning To improve the teaching and learning conditions.conditions.

You Are Here !You Are Here !

Regular H.V.A.C. filter Regular H.V.A.C. filter changes/lubrication.changes/lubrication.

Boiler cleaning & burner tune-up. (Ins Boiler cleaning & burner tune-up. (Ins Co)Co)

Pressure vessels. (Ins Co.)Pressure vessels. (Ins Co.) Elevator service. (State)Elevator service. (State) Emergency power service. (State ???)Emergency power service. (State ???) Integrated Pest Management. (State)Integrated Pest Management. (State)

You Are Here ! (cont)You Are Here ! (cont)

Roof inspections. (Maybe ?)Roof inspections. (Maybe ?) Asbestos A.H.E.R.A. (State) Asbestos A.H.E.R.A. (State) Gym Floor finishing. Gym Floor finishing. Carpet and tile floor care.Carpet and tile floor care. Day to day cleaning. Day to day cleaning. Fire suppression systems. (State)Fire suppression systems. (State)

Where We Want To Go !Where We Want To Go !

Full re-lamp of lighting fixtures.Full re-lamp of lighting fixtures. P.M. plumbing fixtures.P.M. plumbing fixtures. P.M. doors and hardware.P.M. doors and hardware. Duct cleaning and inspection.Duct cleaning and inspection. Infra-red roof inspections.Infra-red roof inspections. Re-pointing and sealing masonry.Re-pointing and sealing masonry.

Where We Want To Go !Where We Want To Go !(cont.)(cont.)

Steam trap repair and replacements.Steam trap repair and replacements. Inspect and repair walkways and Inspect and repair walkways and

parking lotsparking lots Inspect and repair playground Inspect and repair playground

equipment.equipment. Defibrillators. Defibrillators. Test drinking water.Test drinking water.

Ken WertzKen Wertz

Director of Maintenance and OperationsDirector of Maintenance and OperationsSharon Public SchoolsSharon Public Schools

Secretary Massachusetts Facilities Secretary Massachusetts Facilities Administrators Association. M.F.A.A.Administrators Association. M.F.A.A.Visit us at www.massfacilities.orgVisit us at www.massfacilities.org

How Do We Get There ?How Do We Get There ?

Staff Training:Staff Training: What building problems to look for What building problems to look for

during a regular interior & exterior walk during a regular interior & exterior walk around.around.

Playground inspections. (or hire out)Playground inspections. (or hire out) Asbestos inspections. (or hire out)Asbestos inspections. (or hire out) Lead in drinking water.Lead in drinking water. I.A.Q. training for all staff.I.A.Q. training for all staff.

How Do We Get There ?How Do We Get There ?

Inventory Building Components:Inventory Building Components: H.V.A.C. units.H.V.A.C. units. Doors and hardware.Doors and hardware. Roofing.Roofing.

How Do We Get There ?How Do We Get There ?

Design P.M. Systems At The Time Of Design P.M. Systems At The Time Of Building Renovations:Building Renovations:

Assure that the designers and Assure that the designers and manufacturers review and record all P.M. manufacturers review and record all P.M. practices with the building occupants.practices with the building occupants.

Include commissioning from the design Include commissioning from the design phase.phase.

How Do We Get There ?How Do We Get There ?

Design P.M. systems to be “user Design P.M. systems to be “user friendly”, consider end user:friendly”, consider end user:

The staff that is doing the walk-through The staff that is doing the walk-through and completing the check list could be and completing the check list could be anyone from a regular custodian to anyone from a regular custodian to temporary summer help.temporary summer help.

How Do We Get There ?How Do We Get There ?

Communication:Communication: There must be an open line of There must be an open line of

communication between all that are communication between all that are involved.involved.

Information from building occupants and Information from building occupants and designers must be collected, analyzed designers must be collected, analyzed disseminated easily.disseminated easily.

Use the technology available to Use the technology available to communicate as much information as communicate as much information as possible.possible.

We Need Your Help !We Need Your Help !

In order for any of this to work we need In order for any of this to work we need the full support from the administration. the full support from the administration.

To implement a successful Preventative To implement a successful Preventative Maintenance Plan the will be change in Maintenance Plan the will be change in your regular operations. Change comes your regular operations. Change comes hard.hard.

The district needs a global vision.The district needs a global vision. If we work as a team we can accomplish If we work as a team we can accomplish

this very important common goal.this very important common goal.

Thank YouThank YouPaul Anastasi Vice President Paul Anastasi Vice President

Ken Wertz Secretary Ken Wertz Secretary

Unless noted otherwise, the surveyed information in Unless noted otherwise, the surveyed information in this presentation was gathered from the membership this presentation was gathered from the membership of the M.F.A.A. which represents 92 communities of the M.F.A.A. which represents 92 communities across the Commonwealth of Massachusetts.across the Commonwealth of Massachusetts.

www.massfacilitieswww.massfacilities .org .org

MFA