The maintenance staff, including custodians, is responsible for maintenance, cleaning, safety, security and operations of all buildings and grounds. The general appearance of the schools and the central office is good.

Observations and Recommendations

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The program is highly staffed, but lacks adequate supervision, especially in the evening shift of custodians. The division of responsibilities between maintenance and the custodial staff is inappropriate and contributes to inefficiency.

Recommendations

Supervision of custodial staff should be the principal’s responsibility during the school year, including collaboration with the maintenance supervisor or a custodian with some supervisory responsibilities. Better communications with classified staff would reduce friction and improve efficiency.

There is limited planning at this time with crisis management dominating. Little evidence is available that a systematic process is in place for long range planning in all areas.

Recommendation

It is recommended that the district initiate a long term planning process that addresses better communications, supervision, efficiency and reduction of staff. A preventive maintenance plan and replacement of equipment schedule should be developed. Employee responsibilities should be more clearly defined. Standards of accountability by which the employee will be evaluated need to be developed. For example, employees will be evaluated on how well they work to complete and fulfill their responsibilities as outlined in their job description. The department, in collaboration with the building principal, needs to establish a baseline for sanitation. All need to agree on "What is clean?"

The district has an excess of space within the buildings. This requires maintenance and cleaning time that could be eliminated or decreased by closing costly spaces that have safety issues.

Recommendations

It is highly recommended that the district seriously review the space allocations in relation to student enrollment.

There does not appear to be a district wide master calendar by which the maintenance department can plan their schedule.

Recommendation

There needs to be an overall understanding of the importance of this type of planning for the maintenance department. It is recommended that the district administration, in collaboration with the maintenance supervisor, develop a master calendar plan of maintenance projects, special events, and sports events that impact regular maintenance functions.

There does not appear to be rationale for contracting out or hiring out of certain maintenance jobs.

Recommendation

For effectiveness, economy, and efficiently, it is recommended that the district develop guidelines for contracting out district jobs and/or activities.