Facilities Advisory Committee

Welcome Back & Moving ForwardSeptember 23, 2015

Tonight’s Intended Outcomes

Become reacquainted with school board’s vision for facilities and key planning driversReview the FAC charge, expectations, key

learning and preliminary work since January, 2015Review updated timeline for our workUpdate on the District’s work over the

summer

School Board Vision for Facilities:

We will provide flexible, safe, healthy spaces where students, teachers and technology work together in modern, energy-efficient facilities

benefiting the entire community.

School Board Facilities PlanningProject Drivers

Data Driven Decisions Equity Community Support Universal Design for Learning Cost-Benefit & Energy Efficiency Flexible & Adaptable Facilities for

Future Use Safety & Security Impact on Operational Budget

Charge of the FACReview, assess, and prioritize identified facility needs

throughout the district;

Brainstorm and evaluate potential remodeling and construction solutions for further investigation and broader community review;

Review and consider findings and feedback from a community-wide survey;

Prepare and present a report summarizing findings and advisory recommendations to the administration, School Board, and OASD community;

Serve as factual “key communicators” to the OASD community throughout the facility planning process.

Organization & Roles

Review of FAC Work: January-June, 2015Date Topic Date Topic

Jan 7 Kickoff meeting April 1 Prioritization of Needs

Jan 29 Energy Efficiency / Maintenance April 22 “Big Ideas” Conceptual Work

Feb 12 Modern Learning Environments May 4 Intro to Community Survey Process

Feb 23 School Finance 101 & Overview May 20 Preliminary Options & Cost Estimates

March 4 Building Capacity & Open Enrollment June 4 Discuss Report to School Board & Community

March 24 Student Enrollment Projections June 22 FAC Progress Report to School Board & Community

Key Learning SummaryOASD has grown by approximately 1000 students over the

last ten years. This reflects an increase of 23% during that time.Several OASD schools are at or over capacity.

• Meadow View, Ixonia, OHS• Capacity analysis will be updated after 3rd Friday count

Meadow View and Ixonia Elementary are older buildings with some challenging building limitations.New development planned over the next 5 years is

estimated to bring an additional 700 potential single family units.

Key Learning SummaryThe Applied Population Lab projection for OASD indicated a

slight decline in enrollment based on declining birth rates but did not take into account new community housing development and growth.OHS has relatively firm projected growth, from 1500 to 2000

students over the next five years.OASD finances have been well managed over the past 10

years.• District credit rating is very good• Debt has been refinanced to the extent possible, with a

direct savings of $3 million dollars.

Key Learning SummaryCurrent Open Enrollment is a net loss of 214 students,

costing the district $1.7 million in 2014-15.The McKinstry Study identified up to $41 million in

infrastructure needs.• HVAC at $23M, general facility at $12.8M; electrical at $10.5M• Greatest needs are OHS at $15M and Meadow View at $10.5M

Modern Learning Environments allow for flexibility and more individualized teaching—learner centered rather than teacher centered.

• Looking for data to show gains/benefits, but outlook is positive

The value of a broad community survey prior to final decision-making was explained by Bill Foster from School Perceptions, LLC.

Process

OASD FACILITIES PLANNING & PRELIMINARY REFERENDUM TIMELINE APRIL 2016

Community Survey Results & Analysis

FAC Prepares/PresentsFacilities Recommendations to Board

Referendum Decision

Further Technical Review on Preliminary Options, Sites

Preliminary Community Survey Development• Needs• Priorities• Preliminary Options• Estimated Costs• Tax Impact

Board Workshop (August)• Survey Development

Progress• Preliminary Referendum and

Construction Timelines• Next Steps

June July August September October November December January February-March-April

Board Finalizes Project Scope & Costs

Board Adopts Ballot Resolutions(Deadline 1.23.16)

Key Messages & Referendum Communications Plan Established

Referendum Communications & Outreach Efforts

VOTE | April 5, 2016

Community SurveyOpen - 3 weeks

Community GrowthReport Finalized –MDRoffers• Board Analysis• FAC Analysis

FAC/Board ConfirmPriorities & Options for Testing in Community Survey

Community Survey Finalized for Mail & Web

Facilities Planning Communications Update • Internal• External

Survey Development Continues

FAC Progress Report to BOE

Community Information Meeting

Community Growth Study Approved -MD Roffers (thru October)

Summer Facilities WorkMDRoffers Community Growth Analysis Exploration of existing school sitesMeadow ViewIxoniaOHS

Community Survey DevelopmentPrioritization of capital improvement needs 10-Year look back on OASD capital

improvements

MDRoffers ConsultingUnderstand anticipated housing development and

how turnover in existing developments impacts enrollment changes.October 14th: FAC/Community will hear about

potential impact of community, developer, and builder plans as well as new housing unit projections for the next 10 years.Developed a district map with 40 distinct

“neighborhoods.” Enrollment projections will be based on these neighborhoods.

Exploration of Existing Sites• Soil borings at Ixonia, Meadow View, and OHS• Wetland delineation studies at Ixonia and Meadow

View• Due diligence and timely, proactive preparation on

behalf of the Board.

School Perceptions Survey Progress• Met with Bill Foster and have several conference

calls for progress updates.• Initial draft continues to be developed.• Near-final draft will be shared with FAC on October

21st.• Printing and mailing over the last week of October

for mailing in early October.• Intended Survey Window: November 6th-25th

10-Year Review of OASD Capital Projects

OASD has dedicated $9.77M through its operational budget, capital projects budget, and fund balance to various long-range maintenance and capital projects.If recent Athletic Fields Forever Project included, total

district-funded capital investment is $13.26M.The District’s long-range maintenance and capital

project budget is now $500,000 per year. This budget line item has gradually increased over the past 10 years from $0 as a result of operational efficiencies and energy cost savings / avoidances.

Capital Projects PrioritizationThe McKinstry Report outlines long-range infrastructure and capital projects totaling approximately $41M.

Administration has further categorized the various projects: Priority 1

• Items beyond or near useful life, with high failure probability• Potentially high impact on students/operations upon failure• Parts/repairs/replacements unavailable or are very difficult to locate• Estimated cost to address significantly beyond general operating

budget

$41M is the midpoint of the budget minimum and budget maximum provided for each project within the report .

Capital Projects PrioritizationPrioritization continued…Priority 2

• Items will longer remaining life expectancy but failure possibility still within the next 5-10 years.

• Reduced impact on students/operations upon failure• Parts/repairs/replacements still possible to locate when needed• Estimated cost to address less than Priority 1 but still generally beyond

addressing in general operating budget

Safety/Security: Items for the safety and security of students

Upgrades: Items that we operate without currently, replacements for energy efficiency, improvements for comfort, non-critical item, or not near useful life

Capital Projects Prioritization –Priority 1

Priority 1 items consist of HVAC projects, asbestos abatement related to mechanical work, heating system updates, roof replacements, fire alarm system replacements, and some security system requirements considered critical.

$10.56M

If Ixonia & Meadow Costs Removed:

$15,187,900

Budget MaximumPriority 1

OHS $8,352,700Greenland $3,797,200Ixonia $2,169,600Meadow View $8,387,400Park Lawn $3,038,000

Grand Total $25,744,900

Capital Projects Prioritization –Priority 2

Priority 2 items consist of repairs to building envelopes and facades, window replacements, interior LED lighting updates, asbestos abatement related to window work, and door hardware (at Ixonia and Meadow View only), and asphalt/concrete work (at Ixonia only).

$2.45M

If Ixonia & Meadow Costs Removed: $2,485,600

Budget MaximumPriority 2

OHS $661,400Nature Hill $15,700Silver Lake $15,700Greenland $1,138,000Ixonia $404,400Meadow View $2,042,000Park Lawn $633,200Summit $21,600

Grand Total $4,932,000

Capital Projects Prioritization –Safety & Security

Safety & Security items consist of providing additional security cameras and related hardware/software components, along with updates to door hardware.

Budget MaximumSafety/Security

OHS $221,100Nature Hill $50,000Silver Lake $50,000Greenland $50,000Park Lawn $50,000Summit $50,000

Grand Total $471,100

Capital Projects Prioritization –Upgrades

Upgrade items consist of chilled water systems upgrades, exterior lighting updates, water conservation measures, generator additions, interior LED lighting conversions, flooring replacements and related asbestos abatement at OHS only, and HVAC system control updates at NHI and SLI.

$3M

If Ixonia & Meadow Costs Removed: $10,910,200

Budget MaximumUpgrade

OHS $5,331,700Nature Hill $996,400Silver Lake $994,400Greenland $1,138,600Ixonia $1,067,500Meadow View $1,939,800Park Lawn $1,458,100Summit $991,000

Grand Total $13,917,500

Capital Projects Prioritization –Summary

Removing Upgrades: $18,144,600

Excluding Ixonia & Meadow View

$2,574,000

$10,429,400

What do Ixonia and Meadow long-

range infrastructure and

capital projects total?

Budget MaximumPriority 1 $15,187,900Priority 2 $2,485,600Safety/Security $471,100Upgrade $10,910,200Grand Total $29,054,800

Budget MaximumIxonia $3,641,500

Priority 1 $2,169,600Priority 2 $404,400Upgrade $1,067,500

Meadow View $12,369,200Priority 1 $8,387,400Priority 2 $2,042,000Upgrade $1,939,800

Grand Total $16,010,700

Important Future Dates October 14th Community Meeting

MD Roffers Enrollment Projection Presentation

October 21st FAC Meeting November 6-25 Community Survey Window December 2nd Community Meeting

School Perceptions Community Survey Results Presentation

December 9th FAC Meeting December 15th Special School Board Meeting to

Receive Final FAC Report and Advisory Recommendations.

QUESTIONS, COMMENTS & DISCUSSION