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Guidelines/Policies

Energy Guidelines

The Board of Education believes that measures should be taken to conserve energy resources and to reduce expenditures of funds for energy, while providing a safe and comfortable learning environment for all staff and students. Therefore, the Board of Education hereby directs the administration, supported by the school staff, to continually assess the consumption of energy and implement reasonable operating procedures to reduce energy consumption in the District.

The Superintendent of Schools, or his/her designee shall establish an energy efficiency program which shall include specific strategies designed to help the District use energy more efficiently, incorporate the use of renewable energy resources and ensure that funds intended for student learning are not diverted to cover unnecessary energy costs.

The Superintendent of Schools or the Superintendent's designee shall regularly inspect District facilities, transportation, and operations and make recommendations for operational maintenance and capital expenditures which may help the District reach its energy conservation goals. Further, every effort shall be made to identify funding opportunities and cost-reducing incentive programs to help the District achieve its conservation goals.

The Superintendent of Schools or his/her designee, shall periodically report to the Board of Education on the District's progress in meeting its energy conservation goals.

Policy adopted: September 16, 2014 AVON PUBLIC SCHOOLS


Guidelines

Energy Conservation and Building Management

These guidelines provide Avon Public Schools a number of benefits from various viewpoints.

Pragmatically, these guidelines provide a formalized standard on indoor temperature ranges to be expected by building occupants depending upon season. It provides Avon Public Schools a documented standard to stand behind in addressing indoor environmental comfort complaints with regard to temperature. Without the guidelines, occupants might not know that these temperatures are consistent with research performed by the American Society of Heating, Refrigeration and Air conditioning Engineers (ASHRAE). More importantly enforcement will prevent inefficient and wasteful operation of centralized equipment from occurring.

From a financial perspective, the guidelines reduce utility costs associated with the consumption of energy generated from electricity or the burning of fossil fuels. Finally, the guidelines support the Avon Public Schools’ educational mission and commitment to environmental stewardship. Energy reduction resulting from these measures helps curtail global social and environmental impacts including the country's dependency on foreign fossil fuels and reduces the production of greenhouse gases that contribute to global warming.

Responsibilities

  • Every person is expected to be an “energy saver” as well as an “energy consumer”.
  • Avon Public Schools is committed to and responsible for a safe and healthy learning environment.
  • Each employee is responsible for implementing the guidelines during the time that he/she is present in the instruction room/office.
  • Custodians are responsible for verification of room temperatures. Temperature readings are taken at the thermostat or desk level. Readings will be verified by Custodians prior to work order submission.
  • The Administration will regularly communicate the importance and impact of the energy conservation program to its internal and external constituents.

  • General

    1. Room doors will remain closed when HVAC is operating. Ensure doors between conditioned space and non-conditioned space remain closed at all times (i.e. between hallways and gym).

    2. All office machines (copy machines, etc.) should be switched off each night and during unoccupied times. Fax machines and networked printers may remain on.

    3. All computers should be turned off each night. This includes the monitor, local printer and speakers. Network (i.e. LAN) equipment is excluded.

    4. All capable PC’s should be programmed for the “energy saver” mode using the power management feature. If network constraints restrict this for the PC, ensure the monitor “sleeps” after 10-minutes of inactivity.

    5. Building HVAC will be reset to unoccupied temperatures 30 minutes after dismissal, unless an afternoon activity is scheduled. Administrative office spaces will be reset at 4 PM.

    Cooling Season

    The cooling season generally is from May to October. Cooling is provided to maintain air conditioned facilities at 74 degrees F during normal occupied hours. During off-hours, temperatures may rise above this level. We seeks to ensure that all air conditioned spaces are as close to 74 degrees F as possible without being higher than that threshold. In practical terms, this means temperatures may be in the 72-76 degrees F range. Temperatures in the 74-78 degrees F range should be comfortable for most people (10% dissatisfaction rate) who are dressed appropriately for the season, as researched by ASHRAE (Standard 55 - Thermal Environmental Conditions for Human Occupancy). Temperature readings are taken at the thermostat or desk level. Readings will be verified by Custodians prior to work order submission.

    1. Occupied temperature settings will NOT be set below 74°F.

    2. Air conditioning start times may be adjusted (depending on weather) to ensure class room comfort when instruction begins.

    3. Outside air dampers are closed during unoccupied times.

    4. Relative humidity levels will not exceed 60% for any 24 hour period.

    5. Where cross-ventilation is available during periods of mild weather, shut down HVAC equipment and adjust the temperature with windows and doors. Cross-ventilation is defined as having windows to the outside on each side of a room.

    Heating Season

    The heating season generally is from mid-October to mid-May. Heat will be provided to maintain interior temperatures at approximately 68 degrees F during normal occupied hours. We will seek to ensure that all heated spaces are as close to 68 degrees F as possible. In practical terms, this means temperatures may be in the 66-72 degrees F range. During off-hours, temperatures may be allowed to drop to as cold as 60 degrees F in unoccupied spaces. A temperature of 68 degrees F has been researched by ASHRAE (Standard 55 - Thermal Environmental Conditions for Human Occupancy) to be comfortable for most people (10% dissatisfaction rate) who are dressed appropriately for the season. Temperature readings are taken at the thermostat or desk level. Readings will be verified by Custodians prior to work order submission.

    1. Occupied temperature settings will NOT be set above 68°F.

    2. During the spring and fall when there is no threat of freezing, all steam and forced air heating systems should be switched off during unoccupied times. Hot water heating systems should be switched off using the appropriate loop pumps.

    3. All domestic hot water systems are set no higher than 120°F or 140°F for cafeteria service (with dishwasher booster).

    4. All domestic hot water re-circulating pumps are switched off during unoccupied times.

    5. For heat pumps, a 6°F dead-band established between heating and cooling modes.

    Lighting

    1. All unnecessary lighting in unoccupied areas will be turned off. Staff should make certain that lights are turned off when leaving the room or office when empty. Utilize natural lighting where appropriate.

    2. All outside lighting shall be off during daylight hours.

    3. Gymnasium lights should not be left on unless the gymnasium is being utilized.

    4. All lights will be turned off when student and staff leave for the day. Custodial staff will turn on lights only in the areas in which they are working.

    5. Refrain from turning lights on unless definitely needed. Remember that lights not only consume electricity, but also give off heat that places an additional load on the air conditioning equipment and thereby increases the use of electricity necessary to cool the room.

    Small Appliances

    The use of cooking, heating, and cooling small appliances are restricted. All cooking appliances are restricted to the facility’s kitchen, authorized food prep areas, staff lounges, and any area that is approved and designated in the building’s Electronic Appliance Authorization Log. Space heaters are prohibited unless approved to be used by the Building Administrator and the Director of Operations.

    1. Appliances with safety features or those that present reduced risk are the only appliances permitted.

    2. All approved appliances will have a unique tag and number which will be kept in an Electronic Appliance Authorization Log. The log will be maintained by the Head Custodian and will be the official record for all approved appliances in the building.

    3. All appliances, except refrigerators, must be shut off at the end of the day.

    Green Cleaning Policy

    Green Cleaning Program

    Application

    a. Green cleaning program means the procurement and proper use of environmentally preferable cleaning products as defined by the Department of Administrative Services (DAS) for all state owned buildings, schools and facilities. DAS currently requires that environmentally preferable cleaning products be independently certified by one of two third party certified organizations: Green Seal or Eco Logo

    b. No person shall use a cleaning product in school unless it meets the DAS standard.

    c. The types of cleaning products covered in this legislation include: general purpose, bathroom, and glass cleaners, floor strippers and finishes, hand cleaners and soaps.

    d. Disinfectants, disinfectant cleaners, sanitizers or antimicrobial products regulated by the federal insecticide, fungicide and rodenticide act are not covered by this law.

    e. Students and staff may bring in limited quantities of hand sanitizer for personal use.

    f. By law, no parent, guardian, teacher or staff member may bring into the school facility any consumer product which is intended to clean, deodorize, sanitize or disinfect.

    Legal Reference: Connecticut General Statutes

    10-220 Duties of boards of education (as amended by PA 09-81 and PA 11-136)

    10-231a through 10-231d. Pesticide applications at schools

    10-23 lg Green Cleaning Program at schools: Definitions, Implementation,

    Notice.

    22a-46 Short title: Connecticut Pesticide Control Act.

    10-23lg Green Cleaning Program at schools: Definitions, Implementation,

    Notice.

    Federal Insecticide, Fungicide, and Rodenticide Act (FIFRA) 7 U.S. Code 136 et seq.


    Superintendent Asbestos Letter

    Asbestos Management Plan 2018-19

    August 2018

    Avon Public Schools has an asbestos management plan on file for each school building as required by the Asbestos Hazard Emergency Response Act (AHERA). This management plan has been approved by the Asbestos Program of the Connecticut Department of Public Health.

    A copy of the plan is available for your review at each school building. Additionally, a complete set of management plans is maintained in the Avon Board of Education Office at 34 Simsbury Road, Avon, CT. These plans are available during normal business hours.

    Periodic surveillance is required and conducted every six months. Each building is completely re-inspected every three years by a Connecticut-licensed asbestos inspector to make sure all ACBM is properly identified and that all asbestos management plans are up to date.

    Avon Public Schools has designated the Director of Operations, Myles Altimus, as the person responsible for ensuring that the requirements of the asbestos management plan are properly implemented. Mr. Altimus can be reached to answer any questions/concerns regarding this process at 860-404-4731 or maltimus@avon.k12.ct.us.

    Integrated Pest Management Plan 2018-19

    Avon Public School is in compliance with the Connecticut State Act #99-165, “An Act Concerning Notice of Pesticide Applications at Schools and Day Care Centers.” The policies concerning the use and application of pesticides are available for your review at the A.B.O.E. office and in the main office at each school.

    You have the right under law to register your name as the one to be notified in the event that an application becomes necessary at your school. To receive notification of an application, you must register your name in writing and send it to the Principal's office of your school.

    Building Use

    Statement

    The primary function of Avon Public Schools’ school buildings and grounds is to provide appropriate space for Avon’s educational programs.

    The buildings and grounds of the Avon Public School will be available to local community organizations subject to administrative regulations and fees adopted annually by the Avon Board of Education.

    Guidelines

    The Director of Operations will be responsible for overseeing and approving the use of school facilities and ensuring that community use does not interfere with school activities. The building principal is responsible for his/her school at all times and shall assign a custodian or other supervision when a school is in use. The school buildings and grounds are available for use by organizations as permitted by law in the following four categories:

    Category I - Town and Community Volunteer Organizations

    Official Town Organizations - (for public hearings; primaries; elections; and meetings of official town bodies, agencies and commissions).

    Avon Parent-Teacher Organizations Avon

    Recreation & Parks Department

    Avon Youth Organizations – 501(c) (3) designation. Such as boy and girl scout troops, travel sports teams, and youth groups. Avon Community volunteer organizations - Such as Avon Dollars for Scholars, the Avon High School Booster’s Club, the Avon Volunteer Fire Department and the Lions Club. There is no charge for the use of the school buildings and grounds by these organizations unless:

    1. The school facilities are used outside of the custodians’ normal working hours.

    2. The organization uses school facilities to raise funds that benefit groups or individuals outside of the community.

    3. The Director of Operations determines that it is necessary to employ custodians or other school personnel outside of their normal working hours for the event.

    Category II - Religious and Not-for-Profit Organizations

    There is a charge to these organizations for the use of the school buildings. There may also be an additional fee for the services of school personnel if it is determined that there is a need for additional staff.

    Category III - Nonresident Not-for-Profit Organizations

    Not-for-Profit Organizations in which the majority of members reside outside of Avon will pay a nonresident rate for the use of a school facility.

    Category IV – Commercial and Business Commercial businesses will pay a non-resident rate for the use of a school facility. The Avon Board of Education may enter into long-term facility use agreements with outside organizations. Long-term agreements will be governed by an individual written agreement between the Avon Board of Education and the organization rather than administrative regulations for this policy. Longterm agreements will be at the discretion of the Avon Board of Education based on prior experience with the organization, amount of income, and/or compatibility with school activities. All long-term agreements will be reviewed on an annual basis.

    Request for Use:

    • Organizations must apply on-line through the Avon Public Schools website at www.avon.k12.ct.us at least ten business days in advance of their requested use of the facility.
    • Within one week of submission, the appropriate school will send an email confirmation or denial to the requestor.
    • Category III and IV organizations must deposit one-half of the estimated fee at the time of event confirmation with the Business Office.
    • Organizations that have reserved a school facility and need to cancel their reservation must cancel by calling the appropriate school no later than noon of the business day prior to the day that the activity is scheduled. The organization will be responsible for both the facility use charge and the minimum custodian fee if cancelled after the deadline or if it does not use the facility without notification. The only exception will be if the school district requires the closing of the school building (i.e. snow or emergency). In that situation, there will be no charge to the organization.
    • Organizations must submit a certificate of insurance and if applicable, evidence of 501(c)(3) designations to the Operations Office naming the Avon Board of Education as an additional insured on an annual basis.

    Eligibility and Limits of Use:

    • A custodian or other supervision as assigned by the building principal must be on duty when a facility is in use by any organization.
    • Only the designated areas listed on the schedule of fees are available for rental use.
    • The use of the building is limited to the room assigned and the adjacent toilet facilities. School phones are not available.
    • Facilities may not be used by outside organizations when school is in session.
    • Facility use may be limited when schools are closed and staffing is reduced accordingly.
    • The school reserves the right to restrict the use of buildings or grounds in any way if it appears to be in the best interest of the school or the town.
    • If any organization is found to have abused or damaged a school facility or violated any of the rules and regulations governing the use of school facilities, the organization will be charged for damages incurred and future use of any school property by the applicant may be denied.
    • Any organization that leaves a facility in a condition requiring clean up beyond normal custodian services will be responsible for the associated costs to clean the facility.

    Equipment and School Personnel:

    • If the organization requires any school equipment for a function, it must make a request via application at the time of the building request. Appropriate school personnel will be assigned to operate equipment. The organization will be responsible for any personnel costs.
    • Gymnasiums and auditoriums may be used by groups only under the direct management of persons qualified to use and care for the equipment and apparatus in the facility.
    • Changes in or additions to stage and other lighting or other electrical equipment will be made only under the direction and approval of the Director of Operations and the school administration.

    Gymnasium Use:

    • Gymnasium use is limited to athletic events and activities, practices and events suitable for indoor gymnasium use.
    • Participants in athletic games or events on gymnasium floors must wear sneakers that do not leave marks on the floor.
    • No food or drinks are allowed in the gymnasium.
    • Unauthorized scoreboard use, bleacher adjustment and/or gym partition adjustment is not permitted.

    Cafeteria Use:

    Use of cafeteria kitchens will be allowed only if a member of the regular cafeteria staff is assigned. The organization will be responsible for any personnel costs.

    Outdoor Facilities:

    Fees may be charged for the use of school grounds when it is determined by the Director of Operations that the use is unusual, costly or excessive.

    Prohibited Activities:

    • Alcohol and tobacco are prohibited in school buildings and on school grounds.
    • Power-driven recreational vehicles, horses, dogs and golfing on school property are prohibited.

    Billing:

    Invoices are payable immediately and no later than 15 days following the date of the event. Checks should be made payable to:

    Avon Board of Education

    Business Office

    34 Simsbury Road

    Avon, CT 06001

    Schedule of Fees:

    Organizations using the facilities of the Avon Public Schools will be charged for custodians and for a building fee based on the schedule below. They are encouraged to ask the appropriate school or Director of Operations for an estimate of fees at the time the application is submitted.

    The custodial fee will be divided among organizations using a school’s facilities at the same time. Users may be charged an additional custodial hour for opening and closing the facility. There may also be additional custodial time charges if the Director of Operations determines additional labor is required to set up or clean the facility for use.

    The Superintendent of Schools, or his/her designee, has the flexibility to adjust fees paid as he/she determines is appropriate.

    Category I:

    Custodial: Mon-Fri, when school is in session, 6:00 AM 10:30 PM, No Charge

    Sat & Sun, non-school days, $43.00 per hour (3 hour minimum)

    Building Fee: Category I organizations are exempt.

    Category II:

    Custodial: Mon-Fri, when school is in session, 6:00 AM 10:30 PM, $29.00 per hour;

    Sat & Sun, non-school days, $43.00 per hour (3 hour minimum)

    Building Fee: Gym $100.00 per hour

    Classroom $ 15.00 per hour

    Auditorium $ 82.00 per hour

    Cafeteria $ 70.00 per hour

    Category III and IV:

    Custodial: Mon-Fri, when school is in session, 6:00 AM 10:30 PM, $58.00 per hour

    Sat & Sun, non-school days, $86.00 per hour (3 hour minimum)

    Building Fee: Gym $120.00 per hour (3 hour minimum) $1,000 maximum

    Classroom $ 50.00 per hour (3 hour minimum) $400 maximum

    Auditorium $150.00 per hour (3 hour minimum) $1,200 maximum

    Cafeteria $100.00 per hour (3 hour minimum) $800 maximum