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Maintenance report: work-order backlog, staffing and a chiller issue at Hilton Head High
Summary
Maintenance staff told the committee custodial inspections remained near 80% overall while work-order volume rose sharply; Hilton Head High School reported chiller shutdowns requiring vendor/engineer troubleshooting. Staffing and vendor performance for summer cleaning were discussed.
The district's maintenance and custodial team presented May metrics showing strong vendor support for end-of-year events but a rising maintenance workload that the department intends to analyze with incoming vendor partners.
"On the district side of the house, completed 98 inspections with the vendor completing 567," S7 reported, adding that overall averages remain around the 80% range but that some vendor areas fell below 80% and were highlighted in red. S7 said vendors successfully supported graduations and are already moving into summer cleaning schedules.
S7 told the committee the total work orders through the end of May showed a marked increase; the transcript reported that total work orders were "up to 26,000," a figure the committee said would be examined further with the incoming maintenance vendor. S7 said completed work orders for the month were down but still higher than two prior years (reported completed totals: 1,846 this month versus 1,808 and 1,799 in prior years).
S7 also described a site-specific HVAC problem at Hilton Head High School: "the system continues to want to shut off, and it requires system resets sometimes and upwards 5 or 6 times a day." The district's energy manager is working with Trane and VGA engineers under warranty to identify and fix the fault codes, S7 said.
Staffing and logistics: S7 said maintenance recently filled vacancies that pushed staffing to roughly 89% (the transcript reads '8989%') and that the department handled roughly 123 moving work orders in May and an estimated 8,000 boxes delivered to schools for moves.
Why it matters: the upward trend in maintenance requests and a high-profile HVAC failure affect operations, summer preparations and could carry budget and service implications for the coming school year. The district plans additional analysis with the new vendor and will report back in the August maintenance summary.
Next steps: staff will analyze work-order drivers with the incoming maintenance vendor, continue troubleshooting the Hilton Head chiller with manufacturer engineers, and present a summer summary in August.
