SARASOTA – Taking an aggressive approach to the harsh economic realities the Sarasota County Schools must address for the foreseeable future, the district Operations Division has worked tirelessly to improve efficiency and productivity over the past year. Their efforts have saved the district more than $13 million and improved services to students at the same time.
The Operations Division is responsible for most of the services that support teachers and other instructional staff in schools, including facilities planning, construction management, maintenance, custodial services, food service, transportation and security. The division includes some 1,400 employees and manages an annual budget of about $130 million.
The individual departments provide services on an industrial scale. Each year they serve more than five million meals, clean more than seven million square feet of floor space and transport 22,000 students daily and over more than six million miles a year. An enterprise of that size can generate significant savings with even minor improvements in efficiency.
Some of the significant recent initiatives from individual operations departments are described below. The full 2007-2008 Operations Department activities report is available on-line at Operations Report.
Planning and Construction
· The Long Range Planning team saved the district $1.5 million in water, sewer and other impact costs through negotiations with the city of North Port regarding future construction.
· A committee was created to recommend how a prototype elementary school can be built at a lower cost. The recommendations have reduced the projected cost to the new elementary school under construction in North Port by $1.7 million, about 8 percent of the total cost.
· Woodland Middle School in North Port was built for $42 million, nearly $2 million less than the original guaranteed maximum price.
· Suncoast Polytechnical High School, the district’s state-of-the-art technology facility, was budgeted at $17.4, but was completed for $15.7 million, a $1.7 million saving.
· The 560,000-square-foot rebuild of Riverview High School, the largest construction project ever undertaken by the district, remains on time and within budget.
Maintenance and Custodial
· Facilities maintenance has been reorganized into zones to minimize travel time and familiarize staff with their target service areas.
· A vendor was hired to stock warehouses and vehicles in each facilities zone with parts. The ready availability of parts eliminates shopping and reduces travel time for maintenance staff.
· Maintenance staff has increased its completed work order rate from 14,830 in the first six months of 2006-07 to 19,217 in teh first six months of 2007-08, nearly a 30 percent increase.
· Over the past three years, the district has reduced the overall custodial budget by nearly $3 million while building five new schools with 625,000 square feet of new floor space. The cleanliness of schools has improved and customer-satisfaction levels have been maintained.
· Sarasota custodians clean an average of 30,000 square feet per person per shift, about 37 percent higher than the industry standard.
· The custodial staff is using improved cleaning products and techniques, including micro-fiber materials that eliminate the need for mops, sponges and buckets that can transfer contaminants.
· State-of-the-art power cleaning equipment enables custodians to clean and disinfect a typical school bathroom in about seven minutes.
Energy Conservation
· An energy education program was initiated to promote energy conservation practices among staff members. In the first nine months of operation, the program produced $1.7 million in cost avoidance.
Food and Nutrition
· By carefully selecting alternative vendors, the Food and Nutrition Department reduced the cost of dairy products by $250,000 with no reduction in quality.
· Food and Nutrition adopted an online payment program that makes it easy for parents to manage their children’s meal accounts and monitor their food choices. Parents paid nearly $700,000 directly to students’ meal accounts electronically last year, reducing paperwork and improving efficiency.
Transportation
· The Transportation Department is saving roughly 15 percent in fuel costs by purchasing fleet vehicles with smaller engines and more fuel-efficient buses.
· The Transportation Department adopted a revolutionary low-temperature maintenance technique to triple the life of brake drums.
Security
· District Security staff saved $253,000 by using district staff to perform background checks on 11,000 volunteers.
In addition to the savings represented by the examples above, the Operations Division is investing in long-term efficiencies with a number of environmentally friendly initiatives. The new middle school and elementary school in North Port are being built to the specifications of the U.S. Green Building Council for certification under the Leadership in Energy and Environmental Design (LEED) program.
The division also is using only environmentally friendly cleaning products and has developed a catalogue of low-maintenance, Florida friendly plants for use in all future district landscaping projects.
The district also is piloting the state’s concurrency program that will require residential developers to pay the costs of the impact of new development on schools in advance of construction.
These initiatives are particularly important in the current challenging economic environment, but COO Lempe said they would have been pursued regardless of the health of the economy.
“We never lose sight of the fact that the entire purpose of the Operations Division is to support teaching and learning,” Lempe said. “Efficiency and productivity are crucial to our mission because every dollar we save is a dollar that can go back into the classroom.”