FCMAT
Comprehensive Review Facilities Management
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Berkeley
Unified School
District
Facilities Management
Comprehensive Review
July 2004
Administrative Agent
Larry E. Reider
Office of Kern County
Superintendent of Schools
Chief Executive Officer
Thomas E. Henry
1.4 School Safety — Restrictions on Flammable and Toxic Materials
Legal Standard
The district should ensure that the custodial and maintenance staff is regularly informed of
restrictions pertaining to the storage and disposal of flammable or toxic materials. [EC 49341,
49401.5, 49411, F&AC 12981, H&SC 25163, 25500-25520, LC 6360-6363, CCR Title 8 §5194]
Progress on Recommendations and Improvement Plan
1. No board policies or associated regulations have been adopted by the Governing Board
regarding the distribution of Material Safety Data Sheets (MSDS) sheets. As a result,
schools have no MSDS binders to instruct them on how to properly use chemicals and
what to do in an emergency if a chemical should make contact on someone.
2. No board policies or associated regulations have been adopted by the Governing Board
regarding the purchasing, storing, and handling of hazardous materials.
3. Ongoing training is provided by the operations supervisors upon hiring of staff, and
annual training also is scheduled.
4. A list of hazardous substances was not available at any of the sites visited.
5. It was unclear whether a list of hazardous substances existed that could be provided to the
fire department.
6. No outside contractors were at the sites visited to confirm whether they had been notified
of the hazardous materials existing on the sites.
Standard Implemented: Partially
July 2003 Rating 2
January 2004 Rating: 6
July 2004 Self-Rating: 2
July 2004 New Rating: 2
Implementation Scale:
Facilities Managment 1
1.5 School Safety — Documented Process for Key Control
Professional Standard
The district has a documented process for the issuance of master and sub-master keys. A
districtwide standardized process for the issuance of keys to employees must be followed by all
District administrators.
Progress on Recommendations and Improvement Plan
1. No board policy has been developed and adopted regarding the proper handling and
issuance of keys.
2. No locking keys were noted during the site visits.
3. The district has a system in which substitute teachers sign in and out for the use of keys.
All other keys are assigned only with approval of the principal and a signature card is
kept on file until the key is returned.
4. The district practice is greatly inconsistent regarding the issuance of grand master
and great grand master keys. Reasons for this inconsistency include the need to rekey
buildings after recent construction, overissuance of keys in the past, and lack of
knowledge about which keys fit what doors. In one case, all keys were turned in, and the
site attempted to match keys to doors, one by one.
Standard Implemented: Partially
July 2003 Rating: 4
January 2004 Rating: Not Reviewed
July 2004 Self-Rating: 4
July 2004 New Rating: 4
Implementation Scale:
2 Facilities Managment
1.7 School Safety — Installation and Operation of Outside Security Lighting
Professional Standard
Outside lighting is properly placed and monitored on a regular basis to ensure the operability/
adequacy of such lighting to ensure safety while activities are in progress in the evening hours.
Outside lighting should provide sufficient illumination to allow for safe passage of students
and the public during after-hour activities. Lighting should also provide security personnel with
sufficient illumination to observe any illegal activities on campus.
Progress on Recommendations and Improvement Plan
1. No Governing Board policy has been developed or adopted regarding the proper lighting
of the school sites.
2. The district is in the process of replacing and maintaining hallway lighting. This will be a
long-term project due to the age of the current lighting and the number of lights that must
be replaced.
3. Additional exterior lighting was noted at one of the campuses where old standard lights
were replaced with brighter, yet less-costly fixtures.
4. Some of the hallway lighting is being replaced with more efficient lighting as
modernization is being performed at the schools.
5. The district is in the process of replacing interior lights during modernization.
6. Additional lighting has been installed at some but not all campuses. Exterior lighting has
overgrown vegetation, which reduces illumination at some campuses.
7. Of the sites visited, no additional lighting was noted near portable classrooms.
8. Additional lighting is still needed in the open fields at the front of the schools.
Standard Implemented: Partially
July 2003 Rating: 4
January 2004 Rating: Not Reviewed
July 2004 Self-Rating: 5
July 2004 New Rating: 5
Implementation Scale:
Facilities Managment 3
1.11 School Safety — Knowledge of Chemicals and Potential Hazards
Legal Standard
Maintenance/custodial personnel have knowledge of chemical compounds used in school
programs that include the potential hazards and shelf life. [EC 49341, 49401.5, 49411, F&AC
12981, H&SC 25163, 25500-25520, LC 6360-6363, CCR Title 8 §5194]
Progress on Recommendations and Improvement Plan
1. The Governing Board has not adopted board policies or associated regulations on use of
chemical compounds.
2. The custodial staff regularly uses safety equipment when handling chemicals. Staff
members also receive annual training on proper handling of chemicals. There were no
Material Safety Data Sheets (MSDS) binders available at any of the sites visited. When
asked, district representatives commonly said that the district office had the binder.
However, all sites must have an MSDS binder containing current copies of all MSDS
sheets for all chemicals located at the school site.
3. No communication system has been established as previously recommended because of
the lack of Governing Board policies directing the administration and staff to develop
such a program.
4. No copy was available of any hazardous communication program documents that should
be available to the employees and the public.
5. It is anticipated that the guidelines emphasizing the importance of proper handling of
chemical compounds will be developed once the board policies are in place.
Standard Implemented: Partially
July 2003 Rating: 2
January 2004 Rating: Not Reviewed
July 2004 Self-Rating: 2
July 2004 New Rating: 2
Implementation Scale:
4 Facilities Managment
1.14 School Safety — Sanitation is Maintained and Fire Hazards are Corrected
Legal Standard
Sanitary, neat, and clean conditions of the school premises exist and the premises are free from
conditions that would create a fire hazard. [CCR Title 5 §633]
Progress on Recommendations and Improvement Plan
1. No adopted Governing Board policies exist relating to sanitation hazards and the need to
correct them immediately.
2. Despite the lack of board policies, the Director of Maintenance and Operations provides
annual training on site safety and cleanliness based on industry standards.
3. The annual training also focuses on ensuring the staff is aware of proper cleaning
standards.
4. Campus conditions range from outstanding at lower-grade schools to needing
improvement at the middle grade schools to adequate at the high school. The safety and
cleanliness of the campuses are not based on a standard level of safety or cleanliness.
5. Supervisors evaluate the staff annually, and appropriate comments and actions are taken
and monitored during the following evaluation period.
6. During the review team's inspections in May, a few hazards were noted and brought
to the attention of either the Principal or Vice Principal. The hazards ranged from an
electrical switch with no cover plate in the boys’ restroom, which exposed bare wires
to the students, to a broken or missing electrical conduit, which allows the electrical or
communication line to hang down, exposed to the students.
7. It appears that no incentive program to report potential hazards has been implemented.
This may be due in part to the lack of board policy allowing for such a program and
specifying how incentives would be determined.
Standard Implemented: Partially
July 2003 Rating: 3
January 2004 Rating: Not Reviewed
July 2004 Self-Rating: 4
July 2004 New Rating: 4
Implementation Scale:
Facilities Managment 5
1.15 School Safety — Injury/Illness Prevention Program Inspections are Done
Legal Standard
The Injury and Illness Prevention Program (IIPP) requires periodic inspections of facilities to
identify conditions. [CCR Title 8 §3203]
Progress on Recommendations and Improvement Plan
1. The district is still in the process of completing the update of the IIPP.
2. Until the update is complete, the administration cannot emphasize the importance of the
IIPP document and the need for the document to be available to all affected employees.
Standard Implemented: Partially
July 2003 Rating: 2
January 2004 Rating: Not Reviewed
July 2004 Self-Rating: 2
July 2004 New Rating: 2
Implementation Scale:
6 Facilities Managment
1.24 School Safety — Maintenance of Material Safety Data Sheets
Legal Standard
Materials Safety Data Sheets are maintained. [EC 49341, 49401.5, 49411, F&AC 12981, LC
6360-6363, CCR Title 8 §5194]
Progress on Recommendations and Improvement Plan
1. No board policies have been adopted regarding the MSDSs.
2. MSDSs are requested from the supplier if not received with the initial delivery of the
product. A binder with all sheets is maintained in the district office.
3. MSDSs are not provided to all affected employees. None of the schools visited had a
complete binder listing all hazardous materials and chemicals for the school sites.
4. The Maintenance Director and her staff review all MSDSs when received to determine
if new and significant information needs to be distributed to employees. However,
dissemination to employees does not occur in the form of updated MSDS binders to the
sites.
5. No conversion to a computerized MSDS system has occurred.
6. The Director of Maintenance does perform ongoing training on many areas of custodial
and maintenance practices, including chemical handling, proper storage and use of
chemicals.
Standard Implemented: Partially
July 2003 Rating: 2
January 2004 Rating: Not Reviewed
July 2004 Self-Rating: 2
July 2004 New Rating: 2
Implementation Scale:
Facilities Managment 7
2.1 Facility Planning — Maintenance of a Long-Range Facilities Master Plan
Professional Standard
The district should have a long-range school facilities master plan.
Progress on Recommendations and Improvement Plan
1. The district has developed a long-range school facilities master plan. It includes all of the
current schools and possible future school sites and facilities. The district is considering
changing the use of some of the sites and is holding public hearings on this subject.
Standard Implemented: Partially
July 2003 Rating: 0
January 2004 Rating: 7
July 2004 Self-Rating: None Provided
July 2004 New Rating: 7
Implementation Scale:
8 Facilities Managment
8.1 Facilities Maintenance and Custodial — Energy Conservation Policy
Professional Standard
An Energy Conservation Policy should be approved by the Board of Education and implemented
throughout the district.
Progress on Recommendations and Improvement Plan
1. No board policies have been adopted regarding energy conservation. However, the
district has been working with private consultants to determine how the schools can be
made more energy-efficient. The consultants have identified eight schools that will be
able to save money simply by changing the current meters, resulting in lower rates.
Standard Implemented: Partially
July 2003 Rating: 2
January 2004 Rating: 3
July 2004 Self-Rating: 2
July 2004 New Rating: 2
Implementation Scale:
Facilities Managment 9
8.2 Facilities Maintenance and Custodial — Energy Accounting System
Professional Standard
The district should create and maintain a system to track utilities costs, consumption and report
on the success of the district’s energy program.
Progress on Recommendations and Improvement Plan
1. The district has established a system to monitor energy consumption. The Maintenance
Director maintains an Excel spreadsheet by school site to monitor the costs for each of
the schools. The director is assisted in monitoring energy consumption by both Pacific
Gas & Electric Co. and School Project for Utility Rate Reduction (SPURR), the two
energy suppliers to the district.
Standard Implemented: Partially
July 2003 Rating: 2
January 2004 Rating: 4
July 2004 Self-Rating: 6
July 2004 New Rating: 6
Implementation Scale:
10 Facilities Managment
8.7 Facilities Maintenance and Custodial — Identification of Maintenance
and Custodial Responsibilities
Professional Standard
Major areas of custodial and maintenance responsibilities, and specific jobs to be performed,
have been identified. Custodial and maintenance personnel should have written job descriptions
that delineate the major areas of responsibilities that they will be expected to perform and on
which they will be evaluated.
Progress on Recommendations and Improvement Plan
1. The district annually reviews all job descriptions and duties as a part of the annual
evaluation of staff. Any changes in the employee’s performance are noted and reviewed
at a subsequent evaluation.
2. The Director of Maintenance works closely with her supervisory staff to monitor the
duties and responsibilities of the custodial and maintenance crew.
3. The Director of Maintenance provides support to her supervisors to keep the crews
informed about district needs.
Standard Implemented: Partially
July 2003 Rating: 5
January 2004 Rating: Not Reviewed
July 2004 Self-Rating: 6
July 2004 New Rating: 6
Implementation Scale:
Facilities Managment 11
8.8 Facilities Maintenance and Custodial — Availability of Custodial Supplies
and Equipment
Professional Standard
Necessary staff, supplies, tools, and equipment for the proper care and cleaning of the school(s)
are available. In order to meet expectations, schools must be adequately staffed and staff must be
provided with the necessary supplies, tools, and equipment as well as the training associated with
the proper use of such.
Progress on Recommendations and Improvement Plan
1. The district provides annual training on the proper use of supplies and equipment. During
site visits, an employee at one site was cleaning up with one of the cleaning supplies.
The employee wore protective gloves and was meticulous in handling the chemicals. The
only additional recommendation would be to use protective eyewear during the cleaning
process.
2. All site personnel responsible for cleaning the sites receive training at the site.
3. Supervisors evaluate employees annually, including evaluation of the proper use and
handling of chemicals.
4. Instances in which chemicals are misused are noted and reviewed at the time of the
misuse and as a part of the annual evaluation. If additional training is required, the district
provides the training.
Standard Implemented: Partially
July 2003 Rating: 5
January 2004 Rating: Not Reviewed
July 2004 Self-Rating: 6
July 2004 New Rating: 6
Implementation Scale:
12 Facilities Managment
8.10 Facilities Maintenance and Custodial — Adequate Repair and Supervi-
sion of School Buildings
Legal Standard
Toilet facilities shall be adequate and maintained. All buildings and grounds are maintained.
[CCR Title §631]
Progress on Recommendations and Improvement Plan
1. There are no adopted Governing Board policies relating to adequate toilet facilities and
properly maintained buildings and grounds.
2. While the district’s work order system is computerized, and all sites have access to view
the progress of work orders, many site employees complained about the lack of progress
on work orders. These complaints came from both school administrators and the teaching
staff.
3. The district is still attempting to implement an aggressive facilities recovery plan.
However, with the number of projects that must be completed, complete implementation
will take a considerable amount of time.
Standard Implemented: Partially
July 2003 Rating: 5
January 2004 Rating: Not Reviewed
July 2004 Self-Rating: 5
July 2004 New Rating: 5
Implementation Scale:
Facilities Managment 13
9.1 Instructional Program Issues — Plan for Attractive Landscaped Facilities
Professional Standard
The district has developed a plan for attractively landscaped facilities.
Progress on Recommendations and Improvement Plan
1. The district has hired additional gardening staff members to maintain the sites. However,
several instances of overgrowth were noted. The most common were instances in which
trees had grown over the external lighting that provides safety-related illumination for
employees and students.
Standard Implemented: Partially
July 2003 Rating: 6
January 2004 Rating: Not Reviewed
July 2004 Self-Rating: None Provided
July 2004 New Rating: 6
Implementation Scale:
14 Facilities Managment
9.2 Instructional Program Issues — Districtwide Technology Plan to Benefit
all Sites
Professional Standard
The goals and objectives of the technology plan should be clearly defined. The plan should
include both the administrative and instructional technology systems. There should be a
summary of the costs of each objective and a financing plan should be in place.
Progress on Recommendations and Improvement Plan
1. No information was received to indicate that the district had made any progress in this
area. As a result, no change has been made in the ranking of this standard, which will be
reviewed again for the January 2005 progress report.
Standard Implemented: Partially
July 2003 Rating: 7
January 2004 Rating: Not Reviewed
July 2004 Self-Rating: None Provided
July 2004 New Rating: 7
Implementation Scale:
Facilities Managment 15
10.1 Community Use of Facilities — Plan to Promote Community Involvement
in Schools
Professional Standard
The district should have a plan to promote community involvement in schools.
Progress on Recommendations and Improvement Plan
1. The district works closely with several community groups, provides community forums
for input during the development of school projects and provides detailed information
during Governing Board workshops. That information is available on the district’s Web
site.
Standard Implemented: Partially
July 2003 Rating: 6
January 2004 Rating: Not Reviewed
July 2004 Self-Rating: None Provided
July 2004 New Rating: 6
Implementation Scale:
16 Facilities Managment
10.2 Community Use of Facilities — Compliance with Civic Center Act for
Community Use
Legal Standard
Education Code Section 38130 establishes terms and conditions of school facility use by
community organizations, in the process requiring establishment of both “direct cost” and “fair
market” rental rates, specifying what groups have which priorities and fee schedules.
Progress on Recommendations and Improvement Plan
1. No information was received to indicate that the district had made any progress in this
area. As a result, no change has been made in the ranking of this standard. This standard
will be reviewed again for the January 2005 progress report.
Standard Implemented: Partially
July 2003 Rating: 6
January 2004 Rating: Not Reviewed
July 2004 Self-Rating: None Provided
July 2004 New Rating: 6
Implementation Scale:
Facilities Managment 17
10.3 Community Use of Facilities — Maintenance of Records and Cash Con-
trols on Civic Center Funds
Professional Standard
The district should maintain comprehensive records and controls on civic center implementation
and cash management.
Progress on Recommendations and Improvement Plan
1. The use of facilities request and supporting documentation should be sent to a designated
district office, where permits are approved and issued.
2. Invoices should be prepared and mailed by members of the Accounting Department.
3. Remittances, primarily checks, should be received and deposited by a different member
of the Accounting Department staff.
4. Payments should not be made directly to the same individual who either approves permits
or is responsible for billing the charges.
5. Prenumbered forms and activity logs should be used to provide adequate transaction
history and to improve internal control.
6. The district should consider requiring payment in advance for facility use permits in cases
where costs are more predictable. This would eliminate the need for invoicing, receiving
and handling checks, and following up on late payments.
7. The district should recognize the opportunities this program presents for fraud and abuse
and provide additional oversight, staffing, and safeguards accordingly.
8. The district should request that its independent auditors address the internal controls in
this area in each year’s annual audit.
9. The Facilities Department maintains a binder of all invoices for facilities use fees. The
department collects the checks from the users and forwards them to the business office
for deposit. While the process of documentation has increased, and the timely deposit
of the funds has improved since the initial review of this standard, it does not follow
the recommendation of the standard. The physical payments and deposit of the fees
should be the full responsibility of the business office in order to provide a clear internal
control break. Until this recommendation is implemented, the standard rating cannot be
increased.
18 Facilities Managment
Standard Implemented: Partially
July 2003 Rating: 0
January 2004 Rating: 4
July 2004 Self-Rating: 5
July 2004 New Rating: 3
Implementation Scale:
Facilities Managment 19
20 Facilities Managment
Table of Standards for
Facilities Management
Facilities Managment 21
22 Facilities Managment
Facilities Management
July January July Focus for
Standard to be addressed 2003 2004 2004 January
rating rating rating 2005
1.1 All school administrators should be
thoroughly familiar with the California
Department of Education, Civil Defense
and Disaster Planning Guide for School
2 NR NR
Officials, 1972. [EC 32000-32004,
32040, 35295-35297, 38132, 46390-
46392, 49505, GC 3100, 8607, CCR Title
5 §550, 560, Title 19 §2400]
1.2 The district includes the appropriate
security devices in the design of new
buildings as well as in modernized 6 NR NR
buildings. [EC 32020, 32211, 35294-
35294.9, 39670-39675]
1.3 The district should be able to demon-
strate that a plan of security has been
developed, which includes adequate
2 4 NR
measures of safety and protection of
people and property. [EC 32020, 32211,
35294-35294.9]
1.4 The district should ensure that the
custodial and maintenance staffs are
regularly informed of restrictions per-
taining to the storage and disposal of
2 6 2
flammable or toxic materials. [EC 49341,
49401.5, 49411, F&AC 12981, H&SC
25163, 25500-25520, LC 6360-6363,
CCR Title 8 §5194]
1.5 The district has a documented process
for issuing of master and sub-master
keys. A districtwide standardized process
4 NR 4
for the issuance of keys to employees
must be followed by all district adminis-
trators.
NR - Not Reviewed Facilities Managment 23
- Targeted for Review
FFaacciilliittiieess MMaannaaggeemmeenntt FFaacciilliittiieess MMaannaaggeemmeenntt
JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr
SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy
rraattiinngg rraattiinngg rraattiinngg 22000055 rraattiinngg rraattiinngg rraattiinngg 22000055
1.6 Bus loading and unloading areas, de-
livery areas, and parking and parent
loading/unloading areas are monitored
on a regular basis to ensure the safety
3 3 NR
of the students, staff and community.
Students, employees and the public
should feel safe at all times on school
premises.
1.7 Outside lighting is properly placed and
monitored on a regular basis to ensure
the operability/adequacy of such light-
ing and to ensure safety while activities
are in progress in the evening hours.
Outside lighting should provide suf-
4 NR 5
ficient illumination to allow for the
safe passage of students and the public
during after-hours activities. Lighting
should also provide security personnel
with sufficient illumination to observe
any illegal activities on campus.
1.8 The district has a graffiti and vandal-
ism abatement plan. The district should
have a written graffiti and abatement
plan that is followed by all district
5 NR NR
employees. The district provides district
employees with sufficient resources to
meet the requirements of the abatement
plan.
1.9 Each public agency is required to have
on file written plans describing proce-
dures to be employed in case of emer-
2 NR NR
gency. [EC 32000-32004, 32040, 35295-
35297, 38132, 46390-46392, 49505, GC
3100, 8607] [CCR Title 8, §3220]
1.10 Each elementary and intermediate
school at least once a month, and in
each secondary school not less than
3 NR NR
twice every school year, shall conduct a
fire drill. [EC 32000-32004, 32040, CCR
Title 5 §550]
24 Facilities Managment NR - Not Reviewed
- Targeted for Review
FFaacciilliittiieess MMaannaaggeemmeenntt FFaacciilliittiieess MMaannaaggeemmeenntt
JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr
SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy
rraattiinngg rraattiinngg rraattiinngg 22000055 rraattiinngg rraattiinngg rraattiinngg 22000055
1.11 Maintenance/custodial personnel have
knowledge of chemical compounds used
in school programs that include the
potential hazards and shelf life. [EC 2 NR 2
49341, 49401.5, 49411, F&AC 12981,
H&SC 25163, 25500-25520, LC 6360-
6363, CCR Title 8 §5194]
1.12 Building examinations are performed,
and required actions are taken by the
6 NR NR
Governing Board upon report of unsafe
conditions. [EC 17367]
1.13 Each school which is entirely enclosed
by a fence or partial buildings must
have a gate of sufficient size to permit
the entrance of ambulances, police and 10 NR NR
fire fighting equipment. Locking de-
vices shall be designed to permit ready
entrance.
1.14 Sanitary, neat and clean conditions of
the school premises exist and the prem-
3 NR 4
ises are free from conditions that would
create a fire hazard. [CCR Title 5 §633]
1.15 The Injury and Illness Prevention Pro-
gram (IIPP) requires periodic inspec-
2 NR 2
tions of facilities to identify conditions.
[CCR Title 8 §3203]
1.16 Appropriate fire extinguishers exist in
each building and current inspection
3 NR NR
information is available. [CCR Title 8
§1922(a)]
1.17 All exits are free of obstructions. [CCR
Title 8 §3219] 9 NR NR
1.18 A comprehensive school safety plan ex-
ists for the prevention of campus crime 3 NR NR
and violence. [EC 35294-35294.9]
NR - Not Reviewed Facilities Managment 25
- Targeted for Review
FFaacciilliittiieess MMaannaaggeemmeenntt FFaacciilliittiieess MMaannaaggeemmeenntt
JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr
SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy
rraattiinngg rraattiinngg rraattiinngg 22000055 rraattiinngg rraattiinngg rraattiinngg 22000055
1.19 Each public agency is required to have
on file written plans describing proce-
dures to be employed in case of emer-
3 NR NR
gency. [EC 32000-32004, 32040, 35295-
35297, 38132, 46390-46392, 49505, GC
3100, 8607] [CCR Title 8, §3220]
1.20 Requirements are followed pertaining
to underground storage tanks. [H&SC
10 NR NR
25292, CCR Title 26 §477, Title 23 §
2610]
1.21 All asbestos inspection and asbestos
work completed in the US is performed
by Asbestos Hazard Emergency Response 2 4 NR
Act (AHERA) accredited individuals. [EC
49410.5, 40 CFR Part 763]
1.22 All playground equipment meets safety
code regulations and is inspected in a
timely fashion as to ensure the safety of
10 NR NR
the students. [EC 44807, GC 810-996.6,
H&SC 24450 Chapter 4.5, 115725-
115750, PRC 5411, CCR Title 5 §5552]
1.23 Safe work practices exist with regard to
boiler and fired pressure vessels. [CCR 3 5 NR
Title 8 §782]
1.24 Materials Safety Data Sheets are main-
tained. [EC 49341, 49401.5, 49411,
2 NR 2
F&AC 12981, LC 6360-6363, CCR Title 8
§5194]
1.25 The district maintains a comprehensive
employee safety program. Employees are
made aware of the district safety pro-
0 5 NR
gram and the district provides in-service
training to employees on the require-
ments of the safety program.
1.26 The district conducts periodic safety
training for employees. District employ-
0 NR NR
ees should receive periodic training on
the safety procedures of the district.
26 Facilities Managment NR - Not Reviewed
- Targeted for Review
FFaacciilliittiieess MMaannaaggeemmeenntt FFaacciilliittiieess MMaannaaggeemmeenntt
JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr
SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy
rraattiinngg rraattiinngg rraattiinngg 22000055 rraattiinngg rraattiinngg rraattiinngg 22000055
1.27 The district should conduct periodic first
aid training for employees assigned to 0 NR NR
school sites.
2.1 The district should have a long-range
school facilities master plan. 0 7 7
2.2 The district should possess a California
State Department of Education Facilities
10 NR NR
Planning and Construction Guide (dated
1991).
2.3 The district should seek state and local
funds. 5 NR NR
2.4 The district is in the process of final-
izing a Citizens Oversight Committee to
ensure the appropriateness of expendi-
tures related to the recent passage of
9 NR NR
the district’s local school bond measure
(Measure M). In essence, this commit-
tee will function as an advisory/facility
planning type of committee.
2.5 The district should have a properly
staffed and funded facility planning 5 NR NR
department.
2.6 The district should develop and imple-
ment an annual capital planning budget. 10 NR NR
2.7 The district should have standards for
real property acquisition and disposal. 5 NR NR
[EC 39006, 17230-17233]
2.8 The district seeks and obtains waivers
from the State Allocation Board for con-
2 NR NR
tinued use of its nonconforming facili-
ties. [EC 17284, 17285]
2.9 The district has established and utilizes
a selection process for the selection of
9 NR NR
licensed architectural/engineering ser-
vices. [GC 17302]
NR - Not Reviewed Facilities Managment 27
- Targeted for Review
FFaacciilliittiieess MMaannaaggeemmeenntt FFaacciilliittiieess MMaannaaggeemmeenntt
JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr
SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy
rraattiinngg rraattiinngg rraattiinngg 22000055 rraattiinngg rraattiinngg rraattiinngg 22000055
2.10 The district should assess its local bond-
ing capacity. [EC 15100] 10 NR NR
2.11 The district should develop a process to
determine debt capacity. 10 NR NR
2.12 The district should be aware of and
monitor the assessed valuation of tax- 10 NR NR
able property within its boundaries.
2.13 The district should monitor its legal
bonding limits. [EC 15100, 15330] 10 NR NR
2.14 The district should collect statutory
school fees. [EC 17620, GC 65995, 0 NR NR
66000]
2.15 The district should consider developing
an asset management plan. 2 NR NR
2.16 The district has pursued state funding
for joint-use projects through the filing
of applications through the Office of 7 NR NR
Public School Construction and the State
Allocation Board.
2.17 The district has established and utilizes
an organized methodology of prioritiz- 8 NR NR
ing and scheduling projects.
2.18 The district complies with California De-
partment of Education (CDE) recommen- 0 NR NR
dations relative to school site sizing.
2.19 The district should distribute facility
funding in an equitable manner to all
10 NR NR
communities served and to all school
levels.
28 Facilities Managment NR - Not Reviewed
- Targeted for Review
FFaacciilliittiieess MMaannaaggeemmeenntt FFaacciilliittiieess MMaannaaggeemmeenntt
JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr
SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy
rraattiinngg rraattiinngg rraattiinngg 22000055 rraattiinngg rraattiinngg rraattiinngg 22000055
3.1 The district has a restricted deferred
maintenance fund and those funds are
expended for maintenance purposes
only. The deferred maintenance fund
7 NR NR
should be a stand-alone fund reflecting
the revenues and expenses for the major
maintenance projects accomplished dur-
ing the year.
3.2 The district has pursued state funding
for deferred maintenance - critical hard-
ship needs by filing an application(s)
through the Office of Public School 0 NR NR
Construction and the State Allocation
Board. [State Allocation Board Regula-
tion §1866]
3.3 The district applies to the State Alloca-
tion Board for facilities funding for all 8 NR NR
applicable projects.
3.4 The district consistently reviews and
monitors its eligibility for state funding
7 NR NR
so as to capitalize upon maximal fund-
ing opportunities.
3.5 The district establishes and implements
interim housing plans for use during the
construction phase of modernization 8 NR NR
projects and/or additions to existing
facilities.
3.6 The district has established and main-
tains a system for tracking the progress 4 7 NR
of individual projects.
3.7 Furniture and equipment items are
routinely included within the scope of 8 NR NR
modernization projects.
NR - Not Reviewed Facilities Managment 29
- Targeted for Review
FFaacciilliittiieess MMaannaaggeemmeenntt FFaacciilliittiieess MMaannaaggeemmeenntt
JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr
SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy
rraattiinngg rraattiinngg rraattiinngg 22000055 rraattiinngg rraattiinngg rraattiinngg 22000055
3.8 The district obtains approval of plans
and specifications from the Division of
the State Architect and the Office of
Public School Construction (when re- 8 NR NR
quired) prior to the award of a contract
to the lowest responsible bidder. [EC
17263, 17267]
3.9 All relocatables in use throughout the
district meet statutory requirements. [EC 2 NR NR
17292]
3.10 The district maintains a plan for the
maintenance and modernization of its 8 NR NR
facilities. [EC 17366]
3.11 The annual deferred maintenance con-
tribution is made correctly. The district
should annually transfer the maximum
10 NR NR
amount that the district would be
eligible for in matching funds from the
state.
3.12 The district actively manages the de-
ferred maintenance projects. The district
should review the five-year deferred
maintenance plan annually to remove
any completed projects and include
10 NR NR
any newly eligible projects. The district
should also verify that the expenses
performed during the year were included
in the state approved five-year deferred
maintenance plan.
3.13 The staff within the district is knowl-
edgeable of procedures within the Office 8 NR NR
of Public School Construction (OPSC).
3.14 The staff within the district is knowl-
edgeable of procedures within the Divi- 8 NR NR
sion of the State Architect (DSA).
4.1 The district maintains an appropriate
structure for the effective management 7 NR NR
of its construction projects.
30 Facilities Managment NR - Not Reviewed
- Targeted for Review
FFaacciilliittiieess MMaannaaggeemmeenntt FFaacciilliittiieess MMaannaaggeemmeenntt
JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr
SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy
rraattiinngg rraattiinngg rraattiinngg 22000055 rraattiinngg rraattiinngg rraattiinngg 22000055
4.2 Change orders are processed and receive
prior approval from required parties be-
8 NR NR
fore being implemented within respec-
tive construction projects.
4.3 The district maintains appropriate proj-
ect records and drawings. 0 2 NR
4.4 Each Inspector of Record (IOR) assign-
ment is properly approved. 9 NR NR
5.1 The district complies with formal bid-
ding procedures. [GC 54202, 54204, PCC 7 NR NR
20111]
5.2 The district has a procedure for requests
for quotes/proposals. [GC 54202, 54204, 7 NR NR
PCC 20111]
5.3 The district maintains files of conflict-
of-interest statements and complies
with legal requirements. Conflict of 2 2 NR
interest statements should be collected
annually and kept on file.
5.4 The district ensures that biddable
plans and specifications are developed
through its licensed architects/engi- 6 NR NR
neers for respective construction proj-
ects.
5.5 The district ensures that requests for
progress payments are carefully evalu- 7 NR NR
ated.
5.6 The district maintains contract award/
appeal processes. [GC 54202, 54204, 8 NR NR
PCC 2011]
5.7 The district maintains internal control,
security, and confidentiality over the
7 NR NR
bid submission and award processes. [GC
54202, 54204, PCC 20111]
NR - Not Reviewed Facilities Managment 31
- Targeted for Review
FFaacciilliittiieess MMaannaaggeemmeenntt FFaacciilliittiieess MMaannaaggeemmeenntt
JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr
SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy
rraattiinngg rraattiinngg rraattiinngg 22000055 rraattiinngg rraattiinngg rraattiinngg 22000055
6.1 The district complies with California
Department of Education (CDE) require-
6 6 NR
ments relative to the provision of Spe-
cial Education facilities.
6.2 The district provides facilities for its
special education programs that ensure
equity with other educational programs
6 6 NR
within the district and provide appropri-
ate learning environments in relation to
educational program needs.
6.3 The district provides facilities for its
special education programs that provide
5 5 NR
appropriate learning environments in
relation to educational program needs.
7.1 The district applies for state funding for
class size reduction facilities. The dis-
10 NR NR
trict should apply for cass size reduction
(CSR) facilities funding annually.
7.2 The district has provided adequate fa-
cilities for the additional classes result-
10 NR NR
ing from the implementation of class
size reduction.
7.3 The district has complied with CDE sug-
gested space requirements relative to
the provision of educational environ- 10 NR NR
ments for the implementation of class
size reduction.
7.4 The district has developed a plan for
the provision of permanent facilities in 6 NR NR
which to house its CSR programs.
8.1 An energy conservation policy should be
approved by the board of education and 2 3 2
implemented throughout the district.
8.2 The district should create and maintain
a system to track utility costs and con-
2 4 6
sumption and to report on the success
of the district’s energy program.
32 Facilities Managment NR - Not Reviewed
- Targeted for Review
FFaacciilliittiieess MMaannaaggeemmeenntt FFaacciilliittiieess MMaannaaggeemmeenntt
JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr
SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy
rraattiinngg rraattiinngg rraattiinngg 22000055 rraattiinngg rraattiinngg rraattiinngg 22000055
8.3 An energy analysis should be completed
for each site. 5 5 NR
8.4 Cost-effective, energy-efficient design
should be a top priority for all district 10 NR NR
construction projects.
8.4a The district should be in discussion and
working as a team with agencies that
10 NR NR
can provide professional assistance and
funding.
8.4b The district should act toward improv-
ing the energy efficiency of all sites,
8 NR NR
including those not included in the local
bond.
8.4c The district should analyze the possibili-
ty of using alternative energy sources as
0 NR NR
a means to reducing the financial impact
of utilities on the district.
8.5 Adequate maintenance records and
reports are kept, including a complete
inventory of supplies, materials, tools
and equipment. All employees required
to perform maintenance on school sites
should be provided with adequate sup-
7 NR NR
plies, equipment and training to per-
form maintenance tasks in a timely and
professional manner. Included in the
training is how to inventory supplies
and equipment and when to order or
replenish them.
NR - Not Reviewed Facilities Managment 33
- Targeted for Review
FFaacciilliittiieess MMaannaaggeemmeenntt FFaacciilliittiieess MMaannaaggeemmeenntt
JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr
SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy
rraattiinngg rraattiinngg rraattiinngg 22000055 rraattiinngg rraattiinngg rraattiinngg 22000055
8.6 Procedures are in place for evaluat-
ing the work quality of maintenance
and operations staff. The quality of the
work performed by the maintenance and
operations staff should be evaluated on 4 5 NR
a regular basis using a board-adopted
procedure that delineates the areas of
evaluation and the types of work to be
evaluated.
8.7 Major areas of custodial and mainte-
nance responsibilities and specific jobs
to be performed have been identified.
Custodial and maintenance personnel
5 NR 6
should have written job descriptions
that delineate the major areas of re-
sponsibilities that they will be expected
to perform and will be evaluated on.
8.8 Necessary staff, supplies, tools and
equipment for the proper care and
cleaning of the school(s) are available.
In order to meet expectations, schools
must be adequately staffed and staff 5 NR 6
must be provided with the necessary
supplies, tools and equipment as well as
the training associated with the proper
use of such.
8.9 The district has an effective preven-
tive maintenance program. The district
should have a written preventive main-
tenance program that is scheduled and
7 NR NR
followed by the maintenance staff. This
program should include verification of
the completion of work by the supervi-
sor of the maintenance staff.
8.10 Toilet facilities are adequate and main-
tained. All buildings and grounds are 5 NR 5
maintained. [CCR Title 5 § 631]
34 Facilities Managment NR - Not Reviewed
- Targeted for Review
FFaacciilliittiieess MMaannaaggeemmeenntt FFaacciilliittiieess MMaannaaggeemmeenntt
JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr
SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy
rraattiinngg rraattiinngg rraattiinngg 22000055 rraattiinngg rraattiinngg rraattiinngg 22000055
8.11 The district has implemented a planned
program maintenance system. The
district should have a written planned
program maintenance system that in-
cludes an inventory of all facilities and
equipment that will require maintenance 3 5 NR
and replacement. This program should
include purchase prices, anticipated life
expectancies, anticipated replacement
timelines and budgetary resources nec-
essary to maintain the facilities.
8.12 The district has a documented process
for assigning routine repair work orders 6 NR NR
on a priority basis.
9.1 The district has developed a plan for at-
tractively landscaped facilities. 6 NR 6
9.2 The goals and objectives of the technol-
ogy plan should be clearly defined. The
plan should include both the adminis-
trative and instructional technology sys- 7 NR 7
tems. There should be a summary of the
costs of each objective and a financing
plan should be in place.
9.3 The Governing Board shall provide a
warm, healthful place in which children
who bring their own lunches to school 7 NR NR
may eat their lunch. [EC 17573, CCR
Title 5 §14030]
9.4 The Governing Board of every school
district shall provide clean and operable
5 NR NR
flush toilets for the use of pupils. [EC
17576, CCR Title 5 §14030]
9.5 The district has plans for the provision
of extended day programs within its 5 NR NR
respective school sites. [EC 17264]
NR - Not Reviewed Facilities Managment 35
- Targeted for Review
FFaacciilliittiieess MMaannaaggeemmeenntt FFaacciilliittiieess MMaannaaggeemmeenntt
JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr
SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy
rraattiinngg rraattiinngg rraattiinngg 22000055 rraattiinngg rraattiinngg rraattiinngg 22000055
9.6 The district has developed and main-
tains a plan to ensure equality and
6 NR NR
equity of its facilities throughout the
district. [EC 35293]
9.7 All schools shall have adequate heating
and ventilation. 8 NR NR
9.8 All schools shall have adequate lighting
and electrical service. 8 NR NR
9.9 Classrooms are free of noise and other
barriers to instruction. [EC 32212] 9 NR NR
9.10 The learning environments provided
within respective school sites within the
7 NR NR
district are conducive to high quality
teaching and learning.
9.11 Facilities within the district reflect the
standards and expectations established 7 NR NR
by the community.
10.1 The district should have a plan to
promote community involvement in 6 NR 6
schools.
10.2 Education Code section 38130 estab-
lishes terms and conditions of school
facility use by community organizations,
in the process requiring establishment 6 NR 6
of both “direct cost” and “fair market”
rental rates, specifying what groups
have which priorities and fee schedules.
10.3 Districts should maintain comprehen-
sive records and controls on civic center 0 4 3
implementation and cash management.
11.1 The district’s public information of-
fice should coordinate a full apprisal to
8 NR NR
students, staff and community of the
condition of the district’s facilities.
36 Facilities Managment NR - Not Reviewed
- Targeted for Review
FFaacciilliittiieess MMaannaaggeemmeenntt FFaacciilliittiieess MMaannaaggeemmeenntt
JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr JJuullyy JJaannuuaarryy JJuullyy FFooccuuss ffoorr
SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy SSttaannddaarrdd ttoo bbee aaddddrreesssseedd 22000033 22000044 22000044 JJaannuuaarryy
rraattiinngg rraattiinngg rraattiinngg 22000055 rraattiinngg rraattiinngg rraattiinngg 22000055
11.2 The district should apprise students,
staff and community of efforts to rectify 8 NR NR
any substandard conditions.
11.3 The district should provide clear and
comprehensive communication to staff 8 NR NR
of its standards and plans.
11.4 All stakeholder groups should be directly
involved in a meaningful manner regard- 8 NR NR
ing the district’s facilities.
NR - Not Reviewed Facilities Managment 37
- Targeted for Review