ELIZABETHTOWN AREA SCHOOL DISTRICT



ELIZABETHTOWN AREA SCHOOL DISTRICT

Physical Plant Informational Booklet

2005-2006

CRAIG BOLTZ - PHYSICAL PLANT DIRECTOR

OFFICE - 367-1521 ext. 60726

Donna Zartman, Secretary, Physical Plant Director - 367-1521, ext. 60727

BASE OF OPERATION:

Elizabethtown Area High & Middle School

600 East High Street

Elizabethtown, PA 17022

717-367-1521, ext. 60726 or 60727

MAINTENANCE PERSONNEL

Lloyd Crotsley Kevin Roush

Steven DeGeorge Mel Shank

Richard Lancaster Brian Spayde

William Masterson David Tyson

Gary Meyerhoffer

MIDDLE SCHOOL DAY-TIME CUSTODIAL SUPERVISOR – Jerry Koser

HIGH SCHOOL DAY-TIME CUSTODIAL SUPERVISOR – Wendy Reider

HS/MS SECOND SHIFT CUSTODIAL SUPERVISOR – James Aller

(WAREHOUSE) CENTRAL RECEIVING & SUPPLY SUPERVISOR - Suzanne Smith, 367-1521 ext. 40264

CENTRAL RECEIVING PERSONNEL:

Robert Rothermel - Central Receiving

Mr. Gene Enck – SERVES Volunteer

Henry Harry – SERVES Volunteer

LEAD CUSTODIANS:

Bainbridge Elementary – Missie Powl, Lead Custodian

East High Elementary – Roy Valentine, Lead Custodian

Fairview Elementary – Curtis Long, Lead Custodian

Mill Road Elementary - Kim Enterline, Lead Custodian

Rheems Elementary - Sharron Jenkins, Lead Custodian

LEAD CUSTODIANS:

Lead Custodians have been assigned to all buildings. They coordinate the cleaning of their buildings around scheduled activities. They also help coordinate repairs and requests for repairs in their building.

REQUESTS FOR SERVICE:

Lead custodians and shift supervisors have a difficult time remembering the numerous verbal requests they receive each day. Please submit your cleaning concerns and maintenance requests in writing to your building principal or designee.

CLEANING CONCERNS:

Concerns about cleaning are to be passed on to the building lead custodian. In order to share a cleaning concern, please give/send a note to the building secretary outlining specifics of your concern. Our lead custodian will investigate the concern by visiting the site and the person filing the complaint. Staff members responsible for cleaning the area will be involved in resolving the concern.

REPAIR REQUESTS:

Maintenance requests will be prioritized with safety items being completed first. Repairs and preventive maintenance work receive priority 2 and 3 status, while requests for new items are priority 4 work orders.

Requests, which involve significant expenditure of funds, may need to become part of the budget building process and our long-range facilities plan.

If a problem is an emergency, the secretary in your building office should contact the building’s lead custodian by radio or cell phone. The secretary will also assist by contacting the Physical Plant Director’s office as needed.

PHYSICAL PLANT CONCERNS

DISTRICT WIDE

CUSTODIAL:

CHALKBOARD CARE:

Claridge, the manufacturer of our chalkboards, does not recommend that chalkboards be washed on a regular basis. The recommended procedure is for the boards to be thoroughly chalked-in and dry erased regularly. It is for this reason that the custodial staff has been instructed to not wash chalkboards and we ask that you do the same. Claridge also recommends that adhesives not be used on chalkboards because once the adhesive from tape or any other source dries, the residue is difficult or impossible to remove.

CLEANING OF TEACHER’S DESKS:

Our custodians have been instructed to not clean teachers’, secretaries’ or administrators’ desks, computers and workstations, unless specifically requested by the user of the space. We do not wish to run the risk of damaging personal items or not placing things back in a proper manner, so we ask that you clean your own desk or give us help by clearing the desk for cleaning.

EVENING CUSTODIAL SERVICES:

Evening custodians are assigned to clean your teaching station in a reasonable manner. Each employee is responsible to clean as much as 30,000 to 40,000 square feet in an 8-hour work schedule. Considering most houses are approximately 1,500 to 3,000 square feet and are difficult to clean in a day, the custodians have their hands full. Nevertheless, you should expect a clean facility. Much effort is made during the summer months to prepare your facility. (Please don’t use tape, glue, staples and tacks on wall surfaces. Please use available bulletin board and tack strips/map rails.)

LOST AND FOUND:

Any items lost by students or faculty and found by the custodial staff are to be handed into the school’s office as soon as found. Under no circumstances should our custodial staff take found items home.

STANDARDIZATION OF CUSTODIAL DUTIES:

We have worked to standardize the cleaning procedures used at all of our buildings so that our custodians can work in any building after having a brief tour of the building. We use the same cleaning products and equipment at every building. We have standardized the tasks and methods in order to eliminate wasted motion and function in the most effective manner possible. Our goal is to provide the healthiest environment at the lowest cost possible and to support the educational program, yet be transparent to that program. There may be times when we fail to meet that goal, but it is our vision.

SUMMER CLEANING:

Each summer we make every attempt to thoroughly clean our buildings. We are willing to work around summer playground, summer camps, band camps, sports teams and summer school. We are able to be more efficient when we are aware when and where those activities are being held. So be certain all activities are scheduled through G.E.A.R.S.

There are certain times when we simply cannot accommodate visitors to certain areas. When that occurs we will place barriers designating such areas. We make every attempt to open areas as soon as the finish can handle traffic, but too often we find footprints on gym and classroom floors that were put there by people who simply cannot be inconvenienced. This creates more work for the department. Please help us by honoring these barriers.

TRASH CONTAINERS:

Anything on, around or near the trashcan will be tossed out with the daily trash pickup. Do not place an important file box on top of a trashcan to work out of the file box and then walk away from it. We limit the number of trashcans to 2 per room. A principal must approve requests for more than 2 trashcans. We ask that the trash containers be visible & placed close to the door. Trashcans under desks are liable to be missed by substitute custodians. Your cooperation with these requests will help us to serve you in the most cost effective manner possible and will reduce some labor-intensive tasks. Gained efficiencies allow for more concentration on building cleaning.

DISTRICT WIDE:

ACCESS TO BUILDINGS:

Our custodians are not permitted to loan keys to anyone. They are not permitted to unlock doors for anybody without direction from the building principal. Persons needing access to an area need to check with the office for keys to that area or get the principal to give the custodian permission to unlock certain doors at specific times. If the principal does not give you keys or arrange for access for you to get into an area, the custodian has been directed to assume you do not have permission to enter. A letter of reprimand/termination of employment could result for a custodian if this procedure is not followed.

AFTER HOURS ACTIVITIES:

All after hour activities are to be scheduled through GEARS. Scheduling through GEARS will insure that the custodians can provide clean conditions and unlock appropriate doors in preparation for your activity and the maintenance department can provide proper ventilation during the activity. See page 7 for instructions on how to schedule after hour activities

BULLETIN BOARDS, CHALK BOARDS AND MARKER BOARDS:

Bulletin boards, chalkboards and marker boards certainly add to a classroom decor and provide a pleasant educational environment. There never seems to be enough space to display student material.

In an effort to help schools display student work, we have installed map rails in hallways of some school buildings. Tack strips are extremely expensive and labor intensive to install. We will be working with building administrators to determine need, quantity and location.

CLASSROOM ORDERLINESS:

It is the responsibility of the classroom teacher to be sure that his/her room is orderly and safe. Report all concerns that you are not able to resolve to your building principal in writing or via e-mail.

CLEANING PRODUCTS:

We will provide labeled general purpose cleaner for you to use should you need cleaners. Please do not bring cleaning products from home because we are required to have material safety data sheets available for all products used in our buildings.

COFFEEPOTS AND HOT PLATES:

Coffeepots and hot plates are permitted in administratively approved office areas, department areas and faculty areas as long as users assume responsibility for their care and maintenance. Coffeepots and hot plates are not permitted in any classroom. It is the responsibility of the appliance owner to be sure electrical appliances are disconnected before leaving the area.

PORTABLE ELECTRIC SPACE HEATERS:

Electric heaters are not permitted in any area of the building unless purchased and installed by the Physical Plant Department. The only way one is installed is due to lack of a heat source in that facility. Electric heaters use excessive energy and may create a safety hazard. Physical Plant employees will be advised to remove heaters if they exist without approval.

TAPE ON FLOORS & WALLS:

It has been past practice to use tape to mark locations on classroom and gym floors. We are asking that this practice be discontinued. At best, the tape leaves a sticky residue when removed. At worst, the tape lifts finish or painted lines from floors, creating unsightly damage to the floor.

INDOOR AIR QUALITY:

We have taken many steps to improve the indoor air quality of our buildings. Many of these steps have increased our costs and the time required to do the job or changed the way we do things, but they have been made nonetheless.

- We have implemented a regular heating, ventilation and air conditioning (HVAC) filter maintenance program at all buildings.

- We have started using 3 dimensional filter material in our HVAC equipment, treated with an anti-microbial agent.

- Coils in all of our HVAC equipment are thoroughly cleaned during the summer cleaning program.

- We have minimized the use of dry mops in our cleaning program and have moved to using vacuum cleaners with 4 levels of filtration to eliminate airborne dust. We have also maximized the use of auto scrubbers for the same reason.

INJURIES:

Report, in writing to the school nurse, all injuries whether it is a student, employee, or visitor. Written reports are needed for insurance reasons and for the District’s Safety Committee to evaluate circumstances of injury to determine possible preventive measures.

INTEGRATED PEST MANAGEMENT:

The Pennsylvania Department of Agriculture, Penn State College of Agricultural Sciences, and the Pennsylvania School Boards Association have jointly developed a program for pest management in schools that they call “integrated pest management” (IPM). Our School Board has adopted the IPM guidelines as the manner in which we are to handle pests in our District. IPM is a common sense approach to controlling pests, which can be found in most any building, by using the least hazardous manner to building occupants. The use of pesticides is limited and only used as a last resort. Preferred methods to control pests include such things as eliminating food sources by sealing food in tight containers, and removing food from areas where it is not needed, like in lockers. Another way is to seal the building through the use of caulking and wire mesh to prevent entry of mice or bugs from the outside. Should you notice bugs, mice or other critters in the building, report the sighting to your building’s lead custodian or via e-mail to the Physical Plant Director’s office with specifics, so this information can be handled as soon as possible. We will not be applying pesticides in occupied areas.

Any materials used to control pests must be applied by a licensed pesticide applicator and detailed records are kept of all applications. Under no circumstances should an unlicensed individual be placing baits or spraying control materials on school property.

PAINT REQUESTS:

Many of the requests we receive for painting come from areas where walls are damaged from abuse. We use a good quality paint, but glue, staples, tape and tacks will damage even the best paint. By request, we repaint as many areas as possible each year. Since we have moved to using very durable but rather expensive epoxy paint, we have limited the color selections available district wide. This helps us to maintain an inventory of paint at a reasonable cost and permits us to do touch up work or paint single walls, if needed, without painting entire classrooms. Requests for painting should be made through your building principal. Please be certain to follow our District’s policy on the use of tape, staples, glue and tacks on our walls.

SAFETY AND ENVIRONMENTAL ISSUES:

A Safety Committee has been established in the School District and is composed of a representative from each building and members of departments that have potential for danger. This committee meets several times yearly and pursues solutions to problems.

Forms are available in each building office for recording potential dangers for committee discussion. If you are interested in volunteering as a Safety Committee member, please contact Craig Boltz, Physical Plant Director.

SECURITY:

Due to a need to improve security against theft or vandalism in the classrooms, we are asking all teachers to close and lock their classroom doors at the end of their day, unless a custodian is already there to clean the room. Our custodial staff will lock the classroom door after it has been cleaned.

VAN USAGE:

Several passenger vans are available for use by staff on school business. These vans are assigned on a first come first served basis. Scheduling a van can be accomplished by submitting a completed van use request form to the building Principal for school related activities or to the Athletic Director for athletic related activities, for approval at least two calendar weeks before the activity. Arrangements for picking up vans can be made through the warehouse at ext. 40264. Details for keys, pickup time and travel logs will be provided. In order for our liability insurance to be in effect our vans may only be operated by district employees. Students under the age of 12 are not permitted to ride in the front seat. Other students are to be encouraged not to ride in the front seat as well. Maximum capacity of one van is limited to nine passengers plus driver. Most of our vans can transport only seven persons. No food or drink may be consumed in the vehicles. Trash is to be removed from van upon return and vans are to be parked in their designated spots between the warehouse and the HS auditorium entrance.

WALL CLOCKS:

The Physical Plant Department will maintain existing built-in clocks located in halls, offices and specific instruction areas. The Department will not maintain or purchase additional clocks for classrooms or other areas unless there is a routine instructional need such as routine timed typing in business classrooms or routine timed experiments for secondary science laboratories.

WEATHER PROBLEMS:

This department does all in its capability to remove snow and salt in icy conditions. Unfortunately, this is a large and difficult task. Take appropriate precautions to avoid accidents and/or injury, rubber soled shoes and boots are examples of solutions to insure your safety. Due to school day schedules, our typical procedure is to work on the High School and Middle School facilities first in order to get them ready to receive students and staff. Elementary facilities are addressed next, followed by other instructional or support facilities. If you leave your vehicle on a snow covered lot it would be helpful to move them to an area out of snow plowing lanes.

MAINTENANCE:

HEATING, VENTILATING AND AIR CONDITIONING EQUIPMENT (HVAC):

Most elementary classrooms are heated with a unit mounted on an outside wall. These univents have some special needs to operate properly.

- The fan needs to operate at all times in order to provide the air changes dictated by Pennsylvania Department of Education regulations. The fans may be turned off because this could permit carbon dioxide levels to increase in the classroom. Turning off fans causes heating valves to open, causing a buildup

of heat within the unit.

- The vents need to remain unobstructed. When drying artwork, or when books or gerbil cages cover the vents, airflow is limited which affects proper heating.

- The air coming from the univent nearly always feels cool because moving air feels cooler. Also, when the room temperature at the thermostat is near set point, the hot water valve closes to the coil and outside air is being brought into the classroom without being heated.

Hopefully, this brief description on how a univent works will help you survive the winter in your classroom.

HS/MS HVAC OPERATION:

There is an HVAC sensor located in each classroom that has a slide for adjusting room temperature. The slide is limited to provide temperatures in a range of 68 degrees to 74 degrees. Moving the slide will move the temperature within that range during regular school hours. After school hours, the computerized control system deactivates this control. Please note, in many cases when the slide is set at the end of either range, the computer gets no signal and therefore no heat or cooling will enter the room. Please do not leave the slide against the stop on either side.

PLAYGROUNDS AND FIELD MAINTENANCE:

We do our best to provide clean, safe athletic fields and playgrounds. (Our building lead custodians and monthly by a maintenance worker inspect playgrounds daily.) Our athletic fields are intensively managed utilizing the latest agricultural practices, but we cannot perform miracles. The turf will handle only a certain amount of wear, so we ask that you help to spread wear over the entire playing surface. By moving goals for shooting drills, wear is moved away from the original goalmouth to another part of the field. This helps to improve turf conditions at the goal area. Should you observe any unsafe conditions, please report them to your building principal as soon as possible.

CENTRAL RECEIVING PROCEDURES:

AV EQUIPMENT:

Problems involving AV equipment (TV’s, VCR’s, Overheads, Tape Recorders, etc.) should be reported to the secondary library (IMC). The IMC or a Central Receiving staff person will inspect the equipment in question. If the equipment can’t be fixed promptly on location, the equipment will be picked up by the IMC or sent directly to Central Receiving.

The equipment at the High School/Middle School will be picked up by the IMC. The equipment at the Elementary Schools will be picked up by or sent to Central Receiving. A report of the problem will be noted and attached to the equipment. The equipment will be sent out for repair. Upon return of the repaired equipment, the IMC or a Central Receiving staff person will return the equipment to you.

BROKEN EQUIPMENT:

Each building secretary has received a “Warehouse Repair/Service Request” form that needs to be completed and sent along to the warehouse with the equipment to be repaired.

DISCARDED MATERIAL:

Items that need to be discarded, will not be stored and kept in warehouse, but disposed of promptly. Please fill out a “Discarded Material Form” and send with items to be discarded. The information on the form is important for updating the District fixed assets inventory. The fixed asset inventory is used to determine the amount of insurance the District needs and facilitates completing insurance claims. The Lead Custodian must call ahead to arrange for hauling, handling and processing large quantity of discarded items.

MAIL:

We have incoming and out going mail from USPS, UPS, FEDX and RPS. Mail from USPS is received and sorted by building. The High School, Central Receiving personnel deliver Middle School and District office mail. Mail going out to the elementaries is delivered once a day by school courier, and at the same time mail is picked up from each office or elementary and brought back to Central Receiving to be sorted and processed.

Please notify the Central Receiving Supervisor a few days in advance of large mailings going out, such as report cards, midterms, taxes, etc. This will allow us to schedule time for the larger mailings. The postage machine we currently use will seal envelopes provided the flap of the envelope is flat against the other envelope.

Packages or envelopes to be mailed by UPS, FEDX or RPS need a complete street mailing address, not a post office box number. The couriers listed above will not deliver to a post office box. When sending a package or envelope to us which is to be mailed, list who is sending the item; the address of where it will be sent; what the item is worth; and next day, same day or doesn’t matter when it gets to the destination. All this information is needed to process packages or envelopes. Due to the volume of mail needing processed, only school related mail should flow through Central receiving.

PURCHASE ORDER PACKAGES:

Central Receiving is exactly what we are. Everything ordered for the District comes to Central Receiving before it reaches its final destination. When packages arrive they are checked and sorted, with or without purchase order numbers. Packages with a purchase order number are opened and the contents sorted, counted and inspected for damage. Barring problems, the box is then taped shut, marked and sent to its destination (this information is listed on the purchase order).

We need your help. When filling out your requisition, use current, up-to-date information and double check catalog codes. Give the phone and fax numbers on the requisition. This will help to rectify any discrepancy, shortage or damaged items being exchanged.

Packages addressed directly to a person will be checked to make sure they are not on a purchase order and then they will be sent to their destination.

SUPPLY REQUESTS:

In the office of each building there should be a list of Custodial and Instructional Supplies and Supply Requisition Forms. Using the supply list, fill out the requisition form completely. (School, Dept., Room #, Teacher’s Name, Item #, Quantity, Unit, Size, Color, Description). Forward the completed form to your building principal. Approved requests will be sent to the Central Receiving Supervisor.

The supply requests will be dated and checked for accurate information when received in Central Receiving. Requests filled out incorrectly, or walk-in and called-in requests may hold up supplies getting to you. Please use the proper procedures. We will strive to fill requests as quickly as our workload will permit.

If desk supplies such as staplers, scissors, tape dispensers, etc. should break or malfunction, please return them to the school office for repair or replacement.

RECYCLING AT EASD

BATTERIES:

Send all used batteries to Central Receiving / Warehouse to be recycled.

CARDBOARD:

High School/Middle School, place cardboard by your recycling box. The custodial staff will collect the cardboard and place in the recycling dumpster.

FLUORESCENT LAMPS:

There will be Fluorescent Lamp Recycling Boxes available to the custodial staff. All fluorescent lamps will need to be recycled. Full boxes should be sent to Central Receiving/Warehouse to be recycled. The maintenance staff will haul the lamps from the Elementaries. Boxes must be clearly labeled “expired tubes” on all four sides.

OFFICE / DESK PAPER:

There will be a Recycling Box available for classrooms and office areas.

Larger Event Boxes have been placed in the hallways of each building. The Event Box is a receptacle for the smaller boxes in the classrooms. We can get the students involved in recycling by asking them to dump the classroom-recycling box into the Event Box.

The custodial staff will collect the office/desk paper from the Event Boxes in clear plastic bags. The custodial staff will collect from the Event Boxes and place in the recycling dumpster.

GEARS:

The Greater Elizabethtown Area Recreation and Community Services has been charged by the EASD to oversee the scheduling of all indoor and outdoor facilities. In addition to EASD activities, a variety of community groups also utilize the facilities.

To reserve an EASD facility for a non-school related function, you must submit a Use of School Facilities and Grounds form, which may be obtained from the EASD Office or the GEARS Office located in the lower level of the Elizabethtown Area Middle School. Please be sure to complete the form, listing the specific date, time and the needed location and return it to the GEARS office. Submitting a complete facility request form does not assure your reservation. Until the GEARS office confirms your request, you may not use the facility. Keeping this in mind, please hand in your request for your event allowing ample time for a reply.

For all school related events please contact the school secretary at the building you wish to request for that event.

If you have any questions or concerns about the procedure or the Use of School Facilities and Grounds form, the GEARS office may be reached by e-mail, in the school directory, or by phone at 367-0355.

SUMMARY

We hope this brochure helps to clarify our custodial, maintenance and central receiving operations. If you have suggestions for improving operations, please contact Craig Boltz, Physical Plant Director.

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