Wylie Independent School District - Maintenance Facility Inspection

Information

Document No.
Audit Title
Client / Site
Conducted on
Prepared by
Location
Personnel

Visitor Policies and Procedures

1. Date:
2. Time:
3. Entrance point:
4. First personal contact:
5. Visitor policy/procedure signs are posted at all entrances?
6. Visitors are required to show picture ID and sign-in, and sign-out?
7. Visitors photo ID is retained until check out is completed?
8. The supply of visitor ID badges is located out of reach of visitors?
9. Visitor's badges are completed by staff only?
10. Visitor sign-in/sign-out logs are verified by staff or completed by staff only?
11. Visitors are required to wear visible, dated identification, with destination listed?
12. Visitors are asked the reason for their visit?
13. Visitor's appointments are verified with the person being visited or they are escorted?

Department Safety and Security Policies & Procedures

14. A key control system is in place?
15. Key control measures include marking keys "do not duplicate" and using unique key blanks?
16. The facility has an emergency team?
17. The maintenance facility has an emergency repair call-out system?
18. Fire detection and suppression systems are regularly inspected?
19. Boilers and elevators are regularly inspected?
20. Natural gas and/or propane lines are regularly pressure inspected?
21. All compressed air lines are inspected for safety according to a schedule?
22. Security features such as fences, door locks, and exterior lights are inspected according to a written schedule using an appropriate checklist?
23. Emergency communications systems hardware and procedures are regularly tested according to a written schedule and using defined performances standards?
24. The telephones can be forwarded to an off-site phone bank in an emergency.
25. Redundant communications system is used to connect district administrative offices with facilities to promote communications during failures and emergencies?
26. The maintenance facility has a list of all contact numbers for staff and for the administrators from each campus in the district?
27. Phone lists for personnel are complete and up to date?
28. The facility has a calling tree?
29. Receptionist, secretary, and other office staff know the procedures for informing the district leadership of an emergency?
30. A video monitoring system is used, the system records in a high quality format that allows quick review?
31. The district has a formal written plan for dealing with graffiti?
32. Bomb threat procedures and forms are available near telephones?
33. Each maintenance driver is knowledgeable of the standard procedures for reporting accidents?
34. All staff members are familiar with the emergency operation plan?
35. The facility has developed supplemental plans to the district basic plan based on identified hazards?
36. There are written line of succession for the maintenance manager and other key staff members?
37. Specific tasks for the implementation of the emergency operations plan are assigned to specific staff members to maintain accountability?
38. The facility has a process in place for increasing readiness level based on threat conditions?
39. The facility uses plain language for emergency communications?
40. After actions reviews are held following each exercise or emergency?
41. Corrective action plans are developed?
42. ICS (Incident Command System) forms are available to the dispatcher and other key staff members?
43. The emergency team has been trained in incident command?
44. Emergency team members have certificates of training in incident command and the National Incident Management System?
45. Emergency procedures are reviewed with all personnel at the beginning of each school year?
46. The office staff has been trained on emergency notification and reporting procedures?
47. The maintenance department conducts all required school and district drills and retains documentation of those activities?
48. Other appropriate drills appropriate to the maintenance facility's hazards are conducted?
49. Records are kept for all drills and exercises?
50. A personnel resource list is available showing personnel with the first aid training?
51. A personnel resource list is available showing personnel with training to operate specialized equipment?
52. A personnel resource list is available showing personnel who can speak other languages?
53. An alternate operational site has been designated for use should site evacuation be required?
54. There are procedures for reporting maintenance needs related to safety or security?
55. Repairs related to safety and security are completed as the highest maintenance priority?
56. The maintenance facility has a written driver safety program for personnel driving maintenance vehicles?
57. Facility vehicles are inspected for safety and security before each trip?
58. Facility vehicles are equipped with a road emergency kit including road warning markers or flares, fire extinguishers, and first aid kit?

MAINTENANCE -OBSERVATIONS

Building Exterior

59. The facility is protected by a fence?
60. The fence is designed to be intruder resistant?
61. The fence is well maintained, free of holes, and free of excessive plant growth?
62. Trees near the fence line are trimmed in an effort to reduce the risk that they could facilitate illicit entry?
63. Gates are in good repair and lockable?
64. Gate design allows traffic to enter and exit safely?
65. Transportation Department staff monitor entrance from work stations (can see vehicle gates from shop or office)?
66. Location of the reception and receiving dock areas are clearly marked?
67. Property lines are clearly marked, establishing territoriality (e.g. fencing, landscaping, natural geographic features, signs, changes in elevations, ect.)?
68. Lines of sight afford unobstructed views?
69. The facility exterior free of vandalism and graffiti?
70. Grounds sanitary, well drained, free of debris, and insect or rodent harbor age?
71. Hidden areas adjacent to the facility that might provide offenders with "cover" are opened up or sealed off so they may not be used?
72. Access to delivery areas are controlled to prevent unauthorized entry into the receiving area or the facility?
73. Deliveries are scheduled in advance and/or verified with the sender or addressee prior to acceptance?
74. Internal controls are followed regarding the receipt or deliveries include matching deliveries with purchase and invoices?
75. Trees near the fence line are trimmed in an effort to reduce the risk that they could facilitate illicit entry?
76. Exterior lighting is provided and adequate?
77. According to the staff, the exterior lighting is sufficient?
78. Exterior lighting is powered by auxiliary or emergency power systems to prevent blackout during power failure?
79. Exterior lighting fixtures are vandal resistant, beyond easy reach, maintainable, and built with break-resistant lenses or protected by cages?
80. Exterior doors are constructed to resist unauthorized entry?
81. Overhead doors are electronically operated and there is a working manual locking system and power is turned off to the doors at the end of the day?
82. Doors are locked at the end of the day?
83. All exterior doors, including overhead doors, are provided with alarm system door contacts?
84. He alarm is monitored or designed to alert staff 24/7?
85. Exterior windows and doors are obstructed to prevent a clear view of activities and assets inside the facility during the day time and at night?
86. Perimeter windows are sealed or locked to prevent opening?
87. Perimeter windows are closed and locked when the facility is secured at the end of the day?
88. The maintenance shop is monitored throughout the day including breaks or lunch periods?
89. Access to site utilities (such as electrical transformers, generators, and meters) is limited and secure, and any exposed portions are protected against vandalism and vehicular damage?
90. Trash dumpsters are located away from the building and kept sanitary and free of hazards?
91. Dumpster enclosures are positioned so that they cannot be used as ladders for gaining access to the facility roof?
92. Exterior mechanical equipment enclosures are locked?
93. Fuel pumps are locked manually or electronically to prevent unauthorized access to fuel?
94. Emergency shut off for the fuel pumps is provided?
95. Appropriate fire extinguishers are provided in the fueling area and where paint and other combustible liquids are stored?
96. Records are kept to deter unauthorized use if fuel?
97. Fuel is only dispensed into approved containers?
98. Maintenance vehicles are provided with fire extinguishers and first aid kits?
99. Tractors and other equipment are secured against theft?
100. External video cameras are able to record at night?
101. Buildings are well maintained with all areas clean and free of debris?
102. Staff members have the ability to secure personal belongings and valuables?
103. The maintenance office has a means of communication with the maintenance crews in the field?
104. Reception area includes adequate protective features including a counter or desk to serve as a protective shield, a panic or duress button to call for help, a telephone, and a rear exit or safe haven into which staff can retreat?
105. Freestanding objects that could be toppled intentionally or fall during earthquakes or tornadoes are adequately secured?
106. Light levels are appropriate and uniform in the office areas?
107. The facility has at least two independent methods of communication for emergencies?

Building Interior

108. The facility has a fire alarm system?
109. The fire alarm system is in good working order?
110. The fire alarm system can be activated either automatically or by hand (pull stations)?
111. The fire alarm is monitored off-site, such as at a fire station or a monitoring center?
112. Alarm systems include both sound and visual alarm signals which can be perceived and recognized as a evacuation signals (above ambient noise or light levels) by everyone in the area?
113. The facility maintains a vertical clearance between sprinklers and objects below them of at least 18 inches?
114. Tools are secured against theft?
115. All valuable equipment, parts, supplies, and other materials inventoried and stored in secure areas?
116. The shop light level is appropriate and uniform, creating minimal glare or pockets of shadow?
117. Lighting is designed to resist accidental breakage and vandalism?
118. All lights in areas subject to potential flammable vapors or dust are designed to prevent sparks?
119. Staff members are required to wear identification badges while in the facility?
120. Visitors and contractors are required to present positive photo identification in order to obtain a visitor's badge?
121. Sign-in and sign-out logs of visitors to the facility are maintained on a daily basis?
122. The shop is clean and free of slip and trip hazards?
123. All means of egress (corridors) are clear of obstructions?
124. The shop is ventilated to prevent the buildup of toxic exhaust gases or combustible vapors?
125. All means of egress are indicated by illuminated "Exit" signs?
126. All exit doors and gates are equipped with emergency exit hardware and are not locked or secured by any other means?
127. There are at least two functional exits?
128. Exits and routes to them are clearly marked and free from obstructions?
129. All doors to electrical vaults, pipe chases, custodial closets, and mechanical rooms are closed and locked?
130. All chemicals are labeled and current Material Safety Data Sheets are available?
131. All compressed gas containers are chained or secured in an upright position and stored with the caps in place?
132. The shop is equipped with a proper eye wash station and safety shower?
133. The eye wash station and safety showers are well-maintained and tested at least monthly?
134. All lifts and hoists are inspected at least monthly?