TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS BUILDING TRUST BEFORE BUILDING FACILITIES: THE SECRETS TO STAKEHOLDER BUY-IN FOR CAPITAL PROJECTS
MARCH 2, 2017
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
TOC 1 2 3 4
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
INTRODUCTION ENGAGING YOUR COMMUNITY FACILITIES PLANS CONSIDERATIONS
PRIORITIZATION
INTRODUCTION
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
ABOUT US COOPERATIVE STRATEGIES, LLC
Cooperative Strategies is dedicated to assisting local educational agencies in providing quality facilities for America’s students. Our experienced and knowledgeable staff offers guidance throughout every step of the planning and financing of educational facilities—utilizing innovative technology, out-of-the-box problem solving methods, and inspiration from the best practices across the country. It is our mission to build long-term relationships with our clients and provide them with resources and services for any and all of their needs along the way. This commitment allows our clients the peace of mind to focus on their core mission of educating students.
DAVID STURTZ Partner 614.535.7615 [email protected] TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
ANN FENG-GAGNE Partner 949.250.8307 [email protected]
3
U N D E R S TA N D I N G T R U S T - B U I L D I N G A THREE STEP PROCESS
PLAN
PROCESS
DATA
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
Data – Framework – Options
Engagement over P.R.
Capacity: Program, Design, Sq. Ft. Condition: Years 1-5 & Adequacy Cost: All-in, Tipping Points
4
E N G A G E M E N T O V E R P. R . BUILDING A MASTER PLAN IS A DIALOGUE BETWEEN YOU AND THE COMMUNITY
School districts inform communities about key data, vision, and budget concerns:
Communities inform school districts about their needs and desires:
Provides planning constraints & vision
Provides feedback on framework & options
PLAN Realizes the vision while working within the constraints: Results in the resolution of key condition, capacity and cost considerations for 5 + years TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
5
ENGAGING YOUR COMMUNITY
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
COMMUNITY OUTREACH THE CS APPROACH
•
• •
•
Community outreach should be an integral part of the process for all aspects of facilities planning and funding Allows the collaboration of administrators, policy makers, members, and facility experts
educators, community
Builds consensus about facility issues Provides both information
quantitative
and
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
qualitative
7
COMMUNITY OUTREACH THE CS APPROACH
•
•
•
Committee Formation Parents School staff School Board Community & business organizations Students Discussion Topics School size Grade configuration Magnet programs Facilities prioritization Funding needs Communication Plan Committee meetings Community meetings Surveys Additional outreach
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
8
E D U C AT I N G T H E C O M M U N I T Y
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
9
BUILDING CONSENSUS FIRST STEPS
Form a representative Advisory Committee ("AC")
COMMUNITY ENGAGEMENT Have the AC review the key data and help develop planning guidelines
CONSENSUS
EDUCATIONAL PLANNING
Seek community feedback on planning principles Create options based on community feedback, seek AC input
Seek community feedback on specific options/prioritization plans
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
10
BUILDING CONSENSUS SECOND STEPS
Options development with stakeholder representatives
COMMUNITY ENGAGEMENT Review/vet options with stakeholders
CONSENSUS
EDUCATIONAL PLANNING
See community feedback on developed options Create recommendations informed by community feedback
Review/vet recommendations with stakeholders
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
11
COMMUNITY FORUMS GETTING FEEDBACK ON SPECIFIC TOPICS
TOPIC TYPES:
INPUT TYPES:
• • • • •
• • •
Facility Related Challenges Possible Solutions Criteria for Determining Facility Actions Ideal School Size Program Offerings & Equity
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
•
Individual – based on individual counts Group – based on weighted scores Planning Areas – broken down by specific areas Web – responses received via web surveys
12
ADDITIONAL OUTREACH METHODS ENSURING ALL STAKEHOLDERS ARE INVOLVED
Social Media
District Automated Phone Messaging
Web Based Forums & Bulletins
Messaging to Local Civic Organizations
Project Website
Student Surveys
Paper Flyers
Teacher Surveys
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
13
R E S U LT S
I
II
III
A WELL INFORMED COMMUNITY
VISION OF ALL STAKEHOLDERS ACCOUNTED FOR
COLLABORATION & BUY-IN ACHIEVED
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
14
FACILITIES PLANS CONSIDERATIONS
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
P L A N N I N G P I T FA L L S COMMON CHALLENGES SCHOOL DISTRICTS FACE
Community Support Dealing with ghosts of planning's past
Capacity & Enrollment Cohort survival vs planning for hurricanes
Planning Time Need 4-6 months after data has been finalized
Lack of Funding No explanation needed . . .
Weighing Priority Projects NIMBY & vision
Development Realistic understanding of housing yields & trends
Vision vs Reality Keeping grounded in the same reality & vision
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
16
E D U C AT I O N A L V I S I O N
QUESTIONS TO ASK:
• • • •
How well do your facilities support your current and desired educational programs? What do you need in your facilities to execute your educational vision? What types of programs do you currently have vs what do you desire? How can programs address facility data? Under-utilization of facilities District-wide program offering
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
17
BUILDING CONDITION
How healthy are your facilities? Comparing condition to utilization TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
18
B U I L D I N G C A PA C I T Y WAYS TO QUANTIFY CAPACITY
CAPACITY 101
Design
Functional
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
Square Feet
Room Capacity/ Period
19
BEST PRACTICE SUGGESTIONS FACILITY PLANNING
• •
• •
Clearly define functional capacity Consider the relevant “buckets” of data simultaneously to develop options Demographic history & projections Facility condition & adequacy Geography Programs (actual & desired) ~75-85% Utilization Factor: MS/JH HS ~66% Facility Condition Index : Building replacement
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
20
ENROLLMENT TRENDS Grade Fall 98 Fall 99 Fall 00 Fall 01 Fall 02 Fall 03 Fall 04 Fall 05 Fall 06 Fall 07 Fall 08 Fall 09 Fall 10 Fall 11 Fall 12 Fall 13 Fall 14 Fall 15 Fall 16 K
5,183
4,995
4,679
4,644
4,479
4,278
4,033
4,321
4,152
4,088
4,102
4,096
4,183
4,293
4,569
4,522
4,561
4,875
4,787
1
5,520
5,479
5,243
4,903
4,864
4,443
4,334
4,090
4,247
4,238
4,196
4,116
4,184
4,243
3,943
4,241
4,001
3,997
4,114
2
5,323
5,368
5,133
4,967
4,548
4,377
4,068
4,126
3,828
4,046
4,114
3,979
4,009
4,078
3,761
4,171
4,045
3,932
3,956
3
5,229
5,206
5,159
4,905
4,694
4,254
4,106
3,877
4,037
3,691
3,982
3,921
3,883
3,907
3,671
3,997
3,988
3,988
3,895
4
4,935
5,065
4,888
4,867
4,566
4,306
3,957
3,768
3,813
3,741
3,634
3,805
3,819
3,806
3,525
3,858
3,777
3,962
3,906
5
4,662
4,758
4,861
4,631
4,614
4,207
4,032
3,758
3,829
3,586
3,713
3,542
3,792
3,750
3,429
3,778
3,701
3,769
3,943
6
4,183
4,348
4,430
4,886
4,464
4,265
3,863
3,876
3,573
3,364
3,440
3,430
3,409
3,631
3,418
3,394
3,617
3,565
3,586
7
3,703
4,089
4,246
4,216
4,238
3,978
4,011
3,750
3,636
3,442
3,297
3,407
3,419
3,402
3,181
3,431
3,483
3,578
3,519
8
3,572
3,625
3,878
3,961
3,871
3,989
3,754
3,441
3,279
3,413
3,303
3,260
3,296
3,377
3,105
3,282
3,454
3,428
3,517
9
3,969
4,254
4,460
4,159
4,144
3,972
4,150
4,291
3,855
3,967
4,142
3,466
3,314
3,155
2,947
3,011
3,212
3,356
3,427
10
3,208
3,245
3,391
3,208
3,628
3,544
3,523
3,642
3,343
3,489
3,397
3,521
3,319
3,131
2,887
2,950
2,963
3,222
3,478
11
2,739
2,640
2,510
2,431
2,507
2,903
2,699
2,663
2,772
2,702
2,704
2,947
3,021
2,981
2,752
2,823
2,904
2,946
3,181
12
1,962
1,979
1,984
1,767
1,884
1,921
2,684
2,434
2,558
2,506
2,257
2,754
2,861
2,978
2,839
2,791
2,791
2,772
2,785
Total 54,191 55,051 54,862 53,545 52,501 50,437 49,214 48,037 46,922 46,273 46,281 46,244 46,509 46,732 44,027 46,249 46,497 47,390 48,094
Data is the foundation, but must be communicated so it “pops”
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
21
ENROLLMENT TRENDS Grade Fall 98 Fall 99 Fall 00 Fall 01 Fall 02 Fall 03 Fall 04 Fall 05 Fall 06 Fall 07 Fall 08 Fall 09 Fall 10 Fall 11 Fall 12 Fall 13 Fall 14 Fall 15 Fall 16 K
5,183
4,995
4,679
4,644
4,479
4,278
4,033
4,321
4,152
4,088
4,102
4,096
4,183
4,293
4,569
4,522
4,561
4,875
4,787
1
5,520
5,479
5,243
4,903
4,864
4,443
4,334
4,090
4,247
4,238
4,196
4,116
4,184
4,243
3,943
4,241
4,001
3,997
4,114
2
5,323
5,368
5,133
4,967
4,548
4,377
4,068
4,126
3,828
4,046
4,114
3,979
4,009
4,078
3,761
4,171
4,045
3,932
3,956
3
5,229
5,206
5,159
4,905
4,694
4,254
4,106
3,877
4,037
3,691
3,982
3,921
3,883
3,907
3,671
3,997
3,988
3,988
3,895
4
4,935
5,065
4,888
4,867
4,566
4,306
3,957
3,768
3,813
3,741
3,634
3,805
3,819
3,806
3,525
3,858
3,777
3,962
3,906
5
4,662
4,758
4,861
4,631
4,614
4,207
4,032
3,758
3,829
3,586
3,713
3,542
3,792
3,750
3,429
3,778
3,701
3,769
3,943
6
4,183
4,348
4,430
4,886
4,464
4,265
3,863
3,876
3,573
3,364
3,440
3,430
3,409
3,631
3,418
3,394
3,617
3,565
3,586
7
3,703
4,089
4,246
4,216
4,238
3,978
4,011
3,750
3,636
3,442
3,297
3,407
3,419
3,402
3,181
3,431
3,483
3,578
3,519
8
3,572
3,625
3,878
3,961
3,871
3,989
3,754
3,441
3,279
3,413
3,303
3,260
3,296
3,377
3,105
3,282
3,454
3,428
3,517
9
3,969
4,254
4,460
4,159
4,144
3,972
4,150
4,291
3,855
3,967
4,142
3,466
3,314
3,155
2,947
3,011
3,212
3,356
3,427
10
3,208
3,245
3,391
3,208
3,628
3,544
3,523
3,642
3,343
3,489
3,397
3,521
3,319
3,131
2,887
2,950
2,963
3,222
3,478
11
2,739
2,640
2,510
2,431
2,507
2,903
2,699
2,663
2,772
2,702
2,704
2,947
3,021
2,981
2,752
2,823
2,904
2,946
3,181
12
1,962
1,979
1,984
1,767
1,884
1,921
2,684
2,434
2,558
2,506
2,257
2,754
2,861
2,978
2,839
2,791
2,791
2,772
2,785
Total 54,191 55,051 54,862 53,545 52,501 50,437 49,214 48,037 46,922 46,273 46,281 46,244 46,509 46,732 44,027 46,249 46,497 47,390 48,094
Simple formatting changes can help communicate data trends
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
22
U T I L I Z AT I O N B Y S C H O O L 1,600 1,400 1,200 1,000 800 600 400 200 0 14-15
15-16
16-17
17-18 Capacity
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
18-19
19-20
ES Enrollment
20-21
21-22
22-23
23-24
24-25
95% Capacity
23
U T I L I Z AT I O N B Y P E R I O D 2ND PERIOD
XYZ Middle School Room Utilization 2nd Period
Room Utilization Empty
2nd 24
0% - 50%
1
50% - 60%
2
60% - 70%
2
70% - 80%
7
80% - 90%
8
90% - 100%
14
>100%
2
Total TS
60
Occupied Rooms
36
Load Factor
60%
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
24
U T I L I Z I AT I O N B Y P E R I O D 3RD PERIOD
XYZ Middle School Room Utilization 3rd Period
Room Utilization Empty
3rd 24
0% - 50%
4
50% - 60%
2
60% - 70%
2
70% - 80%
6
80% - 90%
10
90% - 100%
11
>100%
1
Total TS
60
Occupied Rooms
36
Load Factor
60%
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
25
U T I L I Z AT I O N B Y P E R I O D 4TH PERIOD
XYZ Middle School Room Utilization 4th Period
Room Utilization Empty
4th 23
0% - 50%
1
50% - 60%
1
60% - 70%
1
70% - 80%
3
80% - 90%
16
90% - 100%
13
>100%
2
Total TS
60
Occupied Rooms
37
Load Factor
62%
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
26
U T I L I Z AT I O N B Y P E R I O D 5TH PERIOD
XYZ Middle School Room Utilization 5th Period
Room Utilization Empty
5th 26
0% - 50%
2
50% - 60%
3
60% - 70%
4
70% - 80%
5
80% - 90%
10
90% - 100%
4
>100%
6
Total TS
60
Occupied Rooms
34
Load Factor
57%
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
27
BUILDING EFFICIENCY CAPITAL IMPLICATIONS
XYZ School
14-15
15-16
16-17
17-18
18-19
19-20
20-21
21-22
22-23
23-24
24-25
Projected Enrollment
837
906
960
1,026
1,073
1,143
1,219
1,249
1,208
1,170
1,156
Utilization @ 59% (1,050 Capacity)
80%
86%
91%
98%
102%
109%
116%
119%
115%
111%
110%
Utilization @ 85% (1,199 Capacity)
70%
76%
80%
86%
89%
95%
102%
104%
101%
98%
96%
Utilization @ 95% (1,340 Capacity)
62%
68%
72%
77%
80%
85%
91%
93%
90%
87%
86%
Utilization @ 100% (1,410 Capacity)
59%
64%
68%
73%
76%
81%
86%
89%
86%
83%
82%
@ 95% utilization, this facility could will not need additions – utilization by room/period can pinpoint where efficiencies can be found
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
28
PRIORITIZATION
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
WEIGHTING PROJECTS NEEDS VS WANTS
I
II
III
MUST REPAIRS
CRITICAL MODERNIZATION & CONSTRUCTION PROJECTS
WISH LIST
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
30
A N A LY Z I N G F U N D I N G
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
31
GOALS PROJECT TIMING
SHORT-TERM GOALS SUN
MON
TUES
FRI
MID-TERM GOALS
WED
THUR
1
2
3
4
SAT
SUN
MON
TUES
LONG-TERM GOALS
WED
THUR
1
2
3
FRI
4
SAT
SUN
MON
TUES
WED
THUR
1
2
3
FRI
4
SAT
5
6
7
8
9
10
11
5
6
7
8
9
10
11
5
6
7
8
9
10
11
12
13
14
15
16
17
18
12
13
14
15
16
17
18
12
13
14
15
16
17
18
19
20
21
22
23
24
25
19
20
21
22
23
24
25
19
20
21
22
23
24
25
26
27
28
29
30
31
26
27
28
29
30
31
26
27
28
29
30
31
Projects to be completed with funding that will be available within the first year
Projects to be completed with funding that will be available within one to three years
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
Projects to be completed with funding that will be available after four years
32
CONCLUSION FACILITIES MASTER PLANNING
I
School district sets foundation: constraints and vision
II
School district communicates relevant data & facilities vision for all schools
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
III
IV
Community engages in discussion on how to create options, balance trade-offs, and achieve the vision
School district responds to community engagement within the parameters of data needs and vision
33
MARCH 2, 2017
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
TOC 1 2 3 4
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
INTRODUCTION ENGAGING YOUR COMMUNITY FACILITIES PLANS CONSIDERATIONS
PRIORITIZATION
INTRODUCTION
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
ABOUT US COOPERATIVE STRATEGIES, LLC
Cooperative Strategies is dedicated to assisting local educational agencies in providing quality facilities for America’s students. Our experienced and knowledgeable staff offers guidance throughout every step of the planning and financing of educational facilities—utilizing innovative technology, out-of-the-box problem solving methods, and inspiration from the best practices across the country. It is our mission to build long-term relationships with our clients and provide them with resources and services for any and all of their needs along the way. This commitment allows our clients the peace of mind to focus on their core mission of educating students.
DAVID STURTZ Partner 614.535.7615 [email protected] TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
ANN FENG-GAGNE Partner 949.250.8307 [email protected]
3
U N D E R S TA N D I N G T R U S T - B U I L D I N G A THREE STEP PROCESS
PLAN
PROCESS
DATA
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
Data – Framework – Options
Engagement over P.R.
Capacity: Program, Design, Sq. Ft. Condition: Years 1-5 & Adequacy Cost: All-in, Tipping Points
4
E N G A G E M E N T O V E R P. R . BUILDING A MASTER PLAN IS A DIALOGUE BETWEEN YOU AND THE COMMUNITY
School districts inform communities about key data, vision, and budget concerns:
Communities inform school districts about their needs and desires:
Provides planning constraints & vision
Provides feedback on framework & options
PLAN Realizes the vision while working within the constraints: Results in the resolution of key condition, capacity and cost considerations for 5 + years TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
5
ENGAGING YOUR COMMUNITY
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
COMMUNITY OUTREACH THE CS APPROACH
•
• •
•
Community outreach should be an integral part of the process for all aspects of facilities planning and funding Allows the collaboration of administrators, policy makers, members, and facility experts
educators, community
Builds consensus about facility issues Provides both information
quantitative
and
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
qualitative
7
COMMUNITY OUTREACH THE CS APPROACH
•
•
•
Committee Formation Parents School staff School Board Community & business organizations Students Discussion Topics School size Grade configuration Magnet programs Facilities prioritization Funding needs Communication Plan Committee meetings Community meetings Surveys Additional outreach
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
8
E D U C AT I N G T H E C O M M U N I T Y
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
9
BUILDING CONSENSUS FIRST STEPS
Form a representative Advisory Committee ("AC")
COMMUNITY ENGAGEMENT Have the AC review the key data and help develop planning guidelines
CONSENSUS
EDUCATIONAL PLANNING
Seek community feedback on planning principles Create options based on community feedback, seek AC input
Seek community feedback on specific options/prioritization plans
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
10
BUILDING CONSENSUS SECOND STEPS
Options development with stakeholder representatives
COMMUNITY ENGAGEMENT Review/vet options with stakeholders
CONSENSUS
EDUCATIONAL PLANNING
See community feedback on developed options Create recommendations informed by community feedback
Review/vet recommendations with stakeholders
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
11
COMMUNITY FORUMS GETTING FEEDBACK ON SPECIFIC TOPICS
TOPIC TYPES:
INPUT TYPES:
• • • • •
• • •
Facility Related Challenges Possible Solutions Criteria for Determining Facility Actions Ideal School Size Program Offerings & Equity
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
•
Individual – based on individual counts Group – based on weighted scores Planning Areas – broken down by specific areas Web – responses received via web surveys
12
ADDITIONAL OUTREACH METHODS ENSURING ALL STAKEHOLDERS ARE INVOLVED
Social Media
District Automated Phone Messaging
Web Based Forums & Bulletins
Messaging to Local Civic Organizations
Project Website
Student Surveys
Paper Flyers
Teacher Surveys
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
13
R E S U LT S
I
II
III
A WELL INFORMED COMMUNITY
VISION OF ALL STAKEHOLDERS ACCOUNTED FOR
COLLABORATION & BUY-IN ACHIEVED
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
14
FACILITIES PLANS CONSIDERATIONS
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
P L A N N I N G P I T FA L L S COMMON CHALLENGES SCHOOL DISTRICTS FACE
Community Support Dealing with ghosts of planning's past
Capacity & Enrollment Cohort survival vs planning for hurricanes
Planning Time Need 4-6 months after data has been finalized
Lack of Funding No explanation needed . . .
Weighing Priority Projects NIMBY & vision
Development Realistic understanding of housing yields & trends
Vision vs Reality Keeping grounded in the same reality & vision
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
16
E D U C AT I O N A L V I S I O N
QUESTIONS TO ASK:
• • • •
How well do your facilities support your current and desired educational programs? What do you need in your facilities to execute your educational vision? What types of programs do you currently have vs what do you desire? How can programs address facility data? Under-utilization of facilities District-wide program offering
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BUILDING CONDITION
How healthy are your facilities? Comparing condition to utilization TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
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B U I L D I N G C A PA C I T Y WAYS TO QUANTIFY CAPACITY
CAPACITY 101
Design
Functional
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
Square Feet
Room Capacity/ Period
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BEST PRACTICE SUGGESTIONS FACILITY PLANNING
• •
• •
Clearly define functional capacity Consider the relevant “buckets” of data simultaneously to develop options Demographic history & projections Facility condition & adequacy Geography Programs (actual & desired) ~75-85% Utilization Factor: MS/JH HS ~66% Facility Condition Index : Building replacement
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
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ENROLLMENT TRENDS Grade Fall 98 Fall 99 Fall 00 Fall 01 Fall 02 Fall 03 Fall 04 Fall 05 Fall 06 Fall 07 Fall 08 Fall 09 Fall 10 Fall 11 Fall 12 Fall 13 Fall 14 Fall 15 Fall 16 K
5,183
4,995
4,679
4,644
4,479
4,278
4,033
4,321
4,152
4,088
4,102
4,096
4,183
4,293
4,569
4,522
4,561
4,875
4,787
1
5,520
5,479
5,243
4,903
4,864
4,443
4,334
4,090
4,247
4,238
4,196
4,116
4,184
4,243
3,943
4,241
4,001
3,997
4,114
2
5,323
5,368
5,133
4,967
4,548
4,377
4,068
4,126
3,828
4,046
4,114
3,979
4,009
4,078
3,761
4,171
4,045
3,932
3,956
3
5,229
5,206
5,159
4,905
4,694
4,254
4,106
3,877
4,037
3,691
3,982
3,921
3,883
3,907
3,671
3,997
3,988
3,988
3,895
4
4,935
5,065
4,888
4,867
4,566
4,306
3,957
3,768
3,813
3,741
3,634
3,805
3,819
3,806
3,525
3,858
3,777
3,962
3,906
5
4,662
4,758
4,861
4,631
4,614
4,207
4,032
3,758
3,829
3,586
3,713
3,542
3,792
3,750
3,429
3,778
3,701
3,769
3,943
6
4,183
4,348
4,430
4,886
4,464
4,265
3,863
3,876
3,573
3,364
3,440
3,430
3,409
3,631
3,418
3,394
3,617
3,565
3,586
7
3,703
4,089
4,246
4,216
4,238
3,978
4,011
3,750
3,636
3,442
3,297
3,407
3,419
3,402
3,181
3,431
3,483
3,578
3,519
8
3,572
3,625
3,878
3,961
3,871
3,989
3,754
3,441
3,279
3,413
3,303
3,260
3,296
3,377
3,105
3,282
3,454
3,428
3,517
9
3,969
4,254
4,460
4,159
4,144
3,972
4,150
4,291
3,855
3,967
4,142
3,466
3,314
3,155
2,947
3,011
3,212
3,356
3,427
10
3,208
3,245
3,391
3,208
3,628
3,544
3,523
3,642
3,343
3,489
3,397
3,521
3,319
3,131
2,887
2,950
2,963
3,222
3,478
11
2,739
2,640
2,510
2,431
2,507
2,903
2,699
2,663
2,772
2,702
2,704
2,947
3,021
2,981
2,752
2,823
2,904
2,946
3,181
12
1,962
1,979
1,984
1,767
1,884
1,921
2,684
2,434
2,558
2,506
2,257
2,754
2,861
2,978
2,839
2,791
2,791
2,772
2,785
Total 54,191 55,051 54,862 53,545 52,501 50,437 49,214 48,037 46,922 46,273 46,281 46,244 46,509 46,732 44,027 46,249 46,497 47,390 48,094
Data is the foundation, but must be communicated so it “pops”
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
21
ENROLLMENT TRENDS Grade Fall 98 Fall 99 Fall 00 Fall 01 Fall 02 Fall 03 Fall 04 Fall 05 Fall 06 Fall 07 Fall 08 Fall 09 Fall 10 Fall 11 Fall 12 Fall 13 Fall 14 Fall 15 Fall 16 K
5,183
4,995
4,679
4,644
4,479
4,278
4,033
4,321
4,152
4,088
4,102
4,096
4,183
4,293
4,569
4,522
4,561
4,875
4,787
1
5,520
5,479
5,243
4,903
4,864
4,443
4,334
4,090
4,247
4,238
4,196
4,116
4,184
4,243
3,943
4,241
4,001
3,997
4,114
2
5,323
5,368
5,133
4,967
4,548
4,377
4,068
4,126
3,828
4,046
4,114
3,979
4,009
4,078
3,761
4,171
4,045
3,932
3,956
3
5,229
5,206
5,159
4,905
4,694
4,254
4,106
3,877
4,037
3,691
3,982
3,921
3,883
3,907
3,671
3,997
3,988
3,988
3,895
4
4,935
5,065
4,888
4,867
4,566
4,306
3,957
3,768
3,813
3,741
3,634
3,805
3,819
3,806
3,525
3,858
3,777
3,962
3,906
5
4,662
4,758
4,861
4,631
4,614
4,207
4,032
3,758
3,829
3,586
3,713
3,542
3,792
3,750
3,429
3,778
3,701
3,769
3,943
6
4,183
4,348
4,430
4,886
4,464
4,265
3,863
3,876
3,573
3,364
3,440
3,430
3,409
3,631
3,418
3,394
3,617
3,565
3,586
7
3,703
4,089
4,246
4,216
4,238
3,978
4,011
3,750
3,636
3,442
3,297
3,407
3,419
3,402
3,181
3,431
3,483
3,578
3,519
8
3,572
3,625
3,878
3,961
3,871
3,989
3,754
3,441
3,279
3,413
3,303
3,260
3,296
3,377
3,105
3,282
3,454
3,428
3,517
9
3,969
4,254
4,460
4,159
4,144
3,972
4,150
4,291
3,855
3,967
4,142
3,466
3,314
3,155
2,947
3,011
3,212
3,356
3,427
10
3,208
3,245
3,391
3,208
3,628
3,544
3,523
3,642
3,343
3,489
3,397
3,521
3,319
3,131
2,887
2,950
2,963
3,222
3,478
11
2,739
2,640
2,510
2,431
2,507
2,903
2,699
2,663
2,772
2,702
2,704
2,947
3,021
2,981
2,752
2,823
2,904
2,946
3,181
12
1,962
1,979
1,984
1,767
1,884
1,921
2,684
2,434
2,558
2,506
2,257
2,754
2,861
2,978
2,839
2,791
2,791
2,772
2,785
Total 54,191 55,051 54,862 53,545 52,501 50,437 49,214 48,037 46,922 46,273 46,281 46,244 46,509 46,732 44,027 46,249 46,497 47,390 48,094
Simple formatting changes can help communicate data trends
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
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U T I L I Z AT I O N B Y S C H O O L 1,600 1,400 1,200 1,000 800 600 400 200 0 14-15
15-16
16-17
17-18 Capacity
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
18-19
19-20
ES Enrollment
20-21
21-22
22-23
23-24
24-25
95% Capacity
23
U T I L I Z AT I O N B Y P E R I O D 2ND PERIOD
XYZ Middle School Room Utilization 2nd Period
Room Utilization Empty
2nd 24
0% - 50%
1
50% - 60%
2
60% - 70%
2
70% - 80%
7
80% - 90%
8
90% - 100%
14
>100%
2
Total TS
60
Occupied Rooms
36
Load Factor
60%
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
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U T I L I Z I AT I O N B Y P E R I O D 3RD PERIOD
XYZ Middle School Room Utilization 3rd Period
Room Utilization Empty
3rd 24
0% - 50%
4
50% - 60%
2
60% - 70%
2
70% - 80%
6
80% - 90%
10
90% - 100%
11
>100%
1
Total TS
60
Occupied Rooms
36
Load Factor
60%
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
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U T I L I Z AT I O N B Y P E R I O D 4TH PERIOD
XYZ Middle School Room Utilization 4th Period
Room Utilization Empty
4th 23
0% - 50%
1
50% - 60%
1
60% - 70%
1
70% - 80%
3
80% - 90%
16
90% - 100%
13
>100%
2
Total TS
60
Occupied Rooms
37
Load Factor
62%
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
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U T I L I Z AT I O N B Y P E R I O D 5TH PERIOD
XYZ Middle School Room Utilization 5th Period
Room Utilization Empty
5th 26
0% - 50%
2
50% - 60%
3
60% - 70%
4
70% - 80%
5
80% - 90%
10
90% - 100%
4
>100%
6
Total TS
60
Occupied Rooms
34
Load Factor
57%
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BUILDING EFFICIENCY CAPITAL IMPLICATIONS
XYZ School
14-15
15-16
16-17
17-18
18-19
19-20
20-21
21-22
22-23
23-24
24-25
Projected Enrollment
837
906
960
1,026
1,073
1,143
1,219
1,249
1,208
1,170
1,156
Utilization @ 59% (1,050 Capacity)
80%
86%
91%
98%
102%
109%
116%
119%
115%
111%
110%
Utilization @ 85% (1,199 Capacity)
70%
76%
80%
86%
89%
95%
102%
104%
101%
98%
96%
Utilization @ 95% (1,340 Capacity)
62%
68%
72%
77%
80%
85%
91%
93%
90%
87%
86%
Utilization @ 100% (1,410 Capacity)
59%
64%
68%
73%
76%
81%
86%
89%
86%
83%
82%
@ 95% utilization, this facility could will not need additions – utilization by room/period can pinpoint where efficiencies can be found
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
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PRIORITIZATION
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
WEIGHTING PROJECTS NEEDS VS WANTS
I
II
III
MUST REPAIRS
CRITICAL MODERNIZATION & CONSTRUCTION PROJECTS
WISH LIST
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A N A LY Z I N G F U N D I N G
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GOALS PROJECT TIMING
SHORT-TERM GOALS SUN
MON
TUES
FRI
MID-TERM GOALS
WED
THUR
1
2
3
4
SAT
SUN
MON
TUES
LONG-TERM GOALS
WED
THUR
1
2
3
FRI
4
SAT
SUN
MON
TUES
WED
THUR
1
2
3
FRI
4
SAT
5
6
7
8
9
10
11
5
6
7
8
9
10
11
5
6
7
8
9
10
11
12
13
14
15
16
17
18
12
13
14
15
16
17
18
12
13
14
15
16
17
18
19
20
21
22
23
24
25
19
20
21
22
23
24
25
19
20
21
22
23
24
25
26
27
28
29
30
31
26
27
28
29
30
31
26
27
28
29
30
31
Projects to be completed with funding that will be available within the first year
Projects to be completed with funding that will be available within one to three years
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
Projects to be completed with funding that will be available after four years
32
CONCLUSION FACILITIES MASTER PLANNING
I
School district sets foundation: constraints and vision
II
School district communicates relevant data & facilities vision for all schools
TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
III
IV
Community engages in discussion on how to create options, balance trade-offs, and achieve the vision
School district responds to community engagement within the parameters of data needs and vision
33
