Update on Partnership
Cost Recovery for Community Use of Your School Facilities Michigan November 2008 Herb Crawford, Regional Manager, SchoolDude.com Lee Prevost, SchoolDude.com
Update on Partnership • MSBO Endorsement – Mid 2005 – Benefits to members – Revenue Share to MSBO
• Status – – – –
60 Clients Æ 165 (added over 100) Growing revenue stream Strong renewals indicating value to members Growing client relationships • FSD • UD • IT solutions
– To go: 370 (> 500 students)
Other Updates • Strong national success – 3,800 clients, winning 90% share
• Products – IT – BAS – Community Use solutions
• States – – – –
CASBO endorsement PASBO partnership Arkansas statewide rollout Others . . .
2008 Cost Recovery Study • Analysis of 1,000+ school districts, colleges and private schools, including interviews • Focused on how educational professionals are coping with
RECOVERING COSTS FOR THE COMMUNITY USE OF OUR SCHOOLS: A White Paper Examining the Successful Implementation of Cost Recovery Programs in our Schools.
– Demand for community use of school facilities – Recovery of costs to support community use
www.schooldude.com/costrecovery
• •
• •
Research paper on “Recovering Costs for the Community Use of Our Schools“ Audio recording of webinar Form samples: – Bill rate/fee table sheets – Facility use agreement and application forms – System improvement team presentations – Facility use process sheet Best practices Success story videos
Cost Recovery Champion – Denine Kysar • Denine Kysar is Facility Use Coordinator for Douglas County School District in Colorado. The District covers over 900 square miles just south of Denver‐one of the fastest growing counties in the country, and the third largest school district in Colorado. Denine has worked for the District for over ten years, starting as a teacher aid, then helping to open an elementary school and working in the Purchasing Department. In 2005 she was hired to implement a new centralized facility use process in the District. • • • • •
District size: 52,900 students District type: Suburban/ rural Number of schools: 75 Number of events/year (2007): 50,004 Cost recovery in 2007: $903,000
Cost Recovery Champion – Merry Dunphy • Merry Dunphy oversees facility scheduling, billing, and collection for all district facilities at Coppell Independent School District in Coppell, TX, a suburb of Dallas. During Merry’s 16 years in facility scheduling, she has seen tremendous growth in enrollment and facility usage. She was instrumental in developing the facilities use mission at CISD which is to allow facilities to be used as much as possible, by as many groups as possible, with minimal or no cost to the district, without interfering with the educational process of the children. • • • • •
District size: 9,920 students District type: Suburban Number of schools: 15 Number of events/year (2007): 10,371 Cost recovery in 2007: $261,000
Cost Recovery Champion – Alan Peterson • Alan Peterson oversees all facility operations including facility scheduling at Pembroke Public Schools in Pembroke, MA. He established and implemented various on‐demand maintenance work order, IT incident, and facility scheduling systems, tracking purchased services as well as all maintenance and facilities work. Prior to his four years at Pembroke, Alan was Facilities Manager for five years at Norwell Public Schools in MA, and spent 22 years as an Industrial Engineer. He currently maintains over 600,000 sq ft of space in 7 buildings, 5 of which are open for community use. Pembroke Public Schools
• • • • •
District size: 1,830 students District type: Suburban Number of schools: 5 Number of events/year (2007): 6,451 Cost recovery in 2007: $44,000
AASA Fuel and Energy Snapshot Survey
AASA Fuel and Energy Snapshot Survey
Q2. What is your school system DOING to minimize the impact of rising fuel and energy costs in the 2008‐09 school year?
Usage of Facilities is a High Priority
We are losing money! • How well are you recovering costs for community use of your campus? (How you responded)
– 25% Not scratching the surface – 57% Recovering some of our costs – 15% Recovering most to all of our costs – 3% Recovering more than our costs, allowing us to fund other programs
Challenges What are the obstacles to invoicing and recovering community use costs (How you responded) • 185 No knowledge of how much to charge • 172 No automated scheduling solution • 145 No knowledge of how to get faculty/staff to embrace new system/process • 137 Not sure where control of the process belongs • 126 No process in place • 110 Don’t know how to introduce a new process system‐wide • 61 No knowledge of how to invoice • 54 No school board support
Common Problems That Occur in the Scheduling Process (How you responded)
• 247 Time wasted trying to manage the process and each event • 251 No one knows the cost of an event • 183 No reports are available for board and staff • 158 Coordination problems among schools • 146 Custodian was not notified • 152 Heating/cooling systems are not overridden
2008 Cost Recovery Study • Analysis of 1,000+ school districts, colleges and private schools, including interviews • Focused on how educational professionals are coping with
RECOVERING COSTS FOR THE COMMUNITY USE OF OUR SCHOOLS: A White Paper Examining the Successful Implementation of Cost Recovery Programs in our Schools.
– Demand for community use of school facilities – Recovery of costs to support community use
“The data suggests that 95% of school districts are recovering less than 20% of their actual costs for the growing use of their facilities by the commmunity”
Cost Study: Number of Events • The sampling revealed that the average district holds 1.24 events/student per year–up from .16 events/student in 2002 • Districts more than 5,000 students average .93 events per students or 4,650 events in a year
Cost Study: The Comparable Metric • o compare districts of varying sizes, SchoolDude developed a metric of “cost recovery/student” to allow comparisons across the size spectrum • he total invoiced/the number of students = cost recovery/student
Let’s Total the Potential Costs A district with 8,000 students and 8,800 events/year, invoicing an average of $15/student generates $120,000 •But you spent:
$110,000 – staff time (scheduling, coordination, approvals and cost recovery) $120,000 – energy costs $220,000 – custodial $40,000 – wear/tear/repair
TOTAL = $480,000 or ($60/student)
Business View Income ‐ Expenses _____________ Profit (Loss)
$1 ‐ 5/student ‐ $30 – 70/student _____________ $25 ‐ $70/student loss
Examples of Recovery Programs COST RECOVERED PER STUDENT
In spite of these school systems’ top‐tier results, all who were interviewed shared that they did not believe they were recovering all of their costs.
ORGANIZATION & ENROLLMENT
Michigan Stats Sum of Invoice/ Student State Michigan
Grand Total
Year Account (Org) Name ALLENDALE PUBLIC SCHOOL DISTRI BEECHER COMMUNITY SCH. DISTRIC BELDING AREA SCHOOL DISTRICT Berrien Co Intermediate School District Big Rapids Public Schools BLOOMFIELD HILLS SCHOOLS CHIPPEWA VALLEY SCHOOLS COOPERSVILLE PUBLIC SCHOOLS DUNDEE COMMUNITY SCHOOLS EAST CHINA SCHOOL DISTRICT EDWARDSBURG PUBLIC SCHOOLS FREMONT PUBLIC SCHOOLS GRANDVILLE COMMUNITY EDUCATION HOLLAND PUBLIC SCHOOLS IONIA PUBLIC SCHOOLS Lake Orion Community Schools MAPLE VALLEY SCHOOLS Mt. Pleasant Public Schools NORTH BRANCH AREA SCHOOLS Please include a copy of this invoice with your payment. Thank you. Redford Union Schools - Transportation, Buildings and Grounds Department Reed City Area Public Schools ROMEO COMMUNITY SCHOOLS SOUTH LYON COMMUNITY SCHOOLS Walled Lake Consolidated Schools Wayland Union Schools WHITMORE LAKE PUBLIC SCHOOLS
2003
2004
2005
2006 12.51473006
0.095238095
0.19047619 2.332438017
0.274452555 4.837152381 0.458677686 14.42315071 0.145391605 0 3.850964912
2007 14.67521834 37.31978207 0 4.851021898 4.347504762 15.15672071 16.92 8.011161404
4.843210453 0.955530898 0.053333333
0
199.993
183.869
0.974791667 12.91702629 1.533938298 0.25 46.73199571 2.120535294 2.407692308 0 0.493155685
8.423057527 0.008842312
0 0.03704698
0.104080407
176.8256 0.169444444 8.513212551
3.798523077 3.798523077
11.55912308 218.9715811
19.13913846 248.9282938
4.279590604 4.133662539 38.53397692 401.1660315
The Ones to Watch • • • • • •
Beecher Community School District Whitmore Lake Public Schools Allendale PS Chippewa Valley Lake Orion Community Schools St. John PS
Cost Recovery Champions
Denine Kysar Douglas Co SD, CO District size: 52,900 students District type: Suburban/ rural Number of schools: 75 Number of events (2007): 50,004 Cost recovery/student: $17.07
Merry Dunphy Coppell ISD, TX District size: 9,920 students District type: Suburban Number of schools: 15 Number of events(2007): 10,371 Cost recovery/student: $26.31
Alan Peterson Pembroke Public Schools, MA District size: 1,830 students District type: Suburban Number of schools: 5 Number of events (2007): 6,451 Cost recovery/student: $23.54
Steps to Success 1. Create a team 2. Get executive buy‐in 3. Identify a centralized owner 4. Centralize/de‐centralize tasks 5. Develop tiered fee structure 6. Recover all your costs 7. Start small and gain buy‐in 8. Create a communication plan 9. Establish presence at the event 10. Create invoice guidelines 11. Automate the process Source: Recovering Costs for the Community Use of Our Schools © Copyright 2008 SchoolDude.com, Inc. All rights reserved.
1. Create a Team • Define the process – Timeline with goals, milestones, and owners – Workflows for approval and cost recovery – Task types and who handles each one
• Accelerate decision making • Ensure more viewpoints are gathered – Facilities Department – Athletic Directors – Principals
– Business office – Technology Department – Food Services
• Prevent holes in the policies • Engage those who are skeptical
2. Get Executive Buy‐In • Make sure the School Board and Superintendent are supportive • Ask the Superintendent to communicate his/her endorsement • All must agree to support a policy for: – Process changes – Fee structures – Invoicing philosophy – it is cost recovery, not profit – Goal setting
3. Identify a Centralized Owner • Determine who will manage and “own” community use of your facilities – Creates a contact for internal stakeholders – Creates a contact for the community – Creates a point person to “see” the whole process and recommend changes
4. Centralize and De‐centralize Find a balance between what can be centralized and what can be distributed Centralize – the District office controls : • Policies and guidelines – Who will be allowed, when – Usage guidelines – Rates – Risk management • Equity across the district • Billing and collection • Community communication
4. Centralize and De‐centralize De‐Centralize ‐ School personnel control: • Day‐to‐day usage – What areas are available for usage – What times are available for usage – Schedule conflicts • • • • • •
Preventive maintenance schedules Cleaning schedules Security or limited re‐entry hours Network outages Equipment requiring repair Pest control application
5.Develop Tiered Fee Structures Establish a simple fee structure: – What type of group? (Non‐profit vs. For‐ profit?)
– What type of area? (Gym vs. softball field?)
– What type of facility? (Elementary school vs. arts center?)
Find out what other districts are doing.
6. Try to Recover All Your Costs • Overtime • Utilities • Athletic, audio‐visual and IT equipment • Wear and tear on the facility • Maintenance • Food services
7. Start Small and Gain Buy‐in • Begin with only certain types of rooms and/or certain schools • Gain support and buy‐in from school administrators and assistants • Let those positively affected by the changes help sell the idea to the rest of the district • If negativity arises, determine if there is an issue or a simple resistance to change
8. Create a Communication Plan • Let outside organizations know about rules upfront • Add a link on your website • On‐call staff for after‐hour assistance should be communicated and posted • Certain information may affect a group’s decision & save time or headaches for your staff: • How far in advance to schedule • Date changes • Charges & payment rules • Late fees • Damage policy • Alcohol policy • Insurance requirements • Supervision of children
9. Establish a Presence at the Event • Custodial labor can be a huge amount of cost for overtime and weekends • Having a custodian on‐site during events – Reduces damage to property and equipment – Protects the district – Ensures a smooth event – Provides a nice “customer service” touch
10. Create Invoice Guidelines • Provide a quote to set proper expectations – Do you require advance payment in full? – Do you require payment before or after the event?
• Follow up with an invoice that is consistent with the quote • Create billing rates that allow for unexpected cost changes • Be pleasantly persistent with past‐due notices
11. Automate the Process • Paper, spreadsheets, calendars and email are not efficient ‐ the process is too complex • Select an automated facility scheduling solution that: Enables coordinators to view facility use calendars, check availability Automatically routes usage requests to approval managers Automatically creates invoices based on fee tables Automatically emails event service providers regarding event setup Tracks contact information for groups using facilities, including permits, contracts, and insurance policies – Generates reports on: – – – – –
• Area/room usage • Services used • Actual facility usage costs • Invoice/payment status • Organizations on‐site
Managing Change is Key to Success Keep life simple for everyone involved •Everyone and their reactions will be different •Provide easy & clear points of contact •Design guidelines or procedures that are easy to follow & easy to support •Implement in phases •Be sensitive to existing work demands •Avoid implementing new programs at the opening or closing of the school year
How SchoolDude Can Help You With more than 3,500 clients satisfied clients – we would be happy to provide more information. www.schooldude.com/costrecovery White paper on “Recovering Costs for the Community Use of Our Schools“ • Form samples: – Bill rate/fee table sheets – Facility use agreement and application forms – System improvement team presentations – Facility use process sheet • Best practices • Success story videos
MSBO • • • • •
Policy template Fee structures Examples Contracts Guidelines
Contacts • [email protected] • [email protected]
Questions and Answers from our Cost Recovery Champions
Denine Kysar Douglas Co SD, CO District size: 52,900 students District type: Suburban/ rural Number of schools: 75 Number of events (2007): 50,004 Cost recovery/student: $17.07
Merry Dunphy Coppell ISD, TX District size: 9,920 students District type: Suburban Number of schools: 15 Number of events(2007): 10,371 Cost recovery/student: $26.31
Alan Peterson Pembroke Public Schools, MA District size: 1,830 students District type: Suburban Number of schools: 5 Number of events (2007): 6,451 Cost recovery/student: $23.54
Update on Partnership • MSBO Endorsement – Mid 2005 – Benefits to members – Revenue Share to MSBO
• Status – – – –
60 Clients Æ 165 (added over 100) Growing revenue stream Strong renewals indicating value to members Growing client relationships • FSD • UD • IT solutions
– To go: 370 (> 500 students)
Other Updates • Strong national success – 3,800 clients, winning 90% share
• Products – IT – BAS – Community Use solutions
• States – – – –
CASBO endorsement PASBO partnership Arkansas statewide rollout Others . . .
2008 Cost Recovery Study • Analysis of 1,000+ school districts, colleges and private schools, including interviews • Focused on how educational professionals are coping with
RECOVERING COSTS FOR THE COMMUNITY USE OF OUR SCHOOLS: A White Paper Examining the Successful Implementation of Cost Recovery Programs in our Schools.
– Demand for community use of school facilities – Recovery of costs to support community use
www.schooldude.com/costrecovery
• •
• •
Research paper on “Recovering Costs for the Community Use of Our Schools“ Audio recording of webinar Form samples: – Bill rate/fee table sheets – Facility use agreement and application forms – System improvement team presentations – Facility use process sheet Best practices Success story videos
Cost Recovery Champion – Denine Kysar • Denine Kysar is Facility Use Coordinator for Douglas County School District in Colorado. The District covers over 900 square miles just south of Denver‐one of the fastest growing counties in the country, and the third largest school district in Colorado. Denine has worked for the District for over ten years, starting as a teacher aid, then helping to open an elementary school and working in the Purchasing Department. In 2005 she was hired to implement a new centralized facility use process in the District. • • • • •
District size: 52,900 students District type: Suburban/ rural Number of schools: 75 Number of events/year (2007): 50,004 Cost recovery in 2007: $903,000
Cost Recovery Champion – Merry Dunphy • Merry Dunphy oversees facility scheduling, billing, and collection for all district facilities at Coppell Independent School District in Coppell, TX, a suburb of Dallas. During Merry’s 16 years in facility scheduling, she has seen tremendous growth in enrollment and facility usage. She was instrumental in developing the facilities use mission at CISD which is to allow facilities to be used as much as possible, by as many groups as possible, with minimal or no cost to the district, without interfering with the educational process of the children. • • • • •
District size: 9,920 students District type: Suburban Number of schools: 15 Number of events/year (2007): 10,371 Cost recovery in 2007: $261,000
Cost Recovery Champion – Alan Peterson • Alan Peterson oversees all facility operations including facility scheduling at Pembroke Public Schools in Pembroke, MA. He established and implemented various on‐demand maintenance work order, IT incident, and facility scheduling systems, tracking purchased services as well as all maintenance and facilities work. Prior to his four years at Pembroke, Alan was Facilities Manager for five years at Norwell Public Schools in MA, and spent 22 years as an Industrial Engineer. He currently maintains over 600,000 sq ft of space in 7 buildings, 5 of which are open for community use. Pembroke Public Schools
• • • • •
District size: 1,830 students District type: Suburban Number of schools: 5 Number of events/year (2007): 6,451 Cost recovery in 2007: $44,000
AASA Fuel and Energy Snapshot Survey
AASA Fuel and Energy Snapshot Survey
Q2. What is your school system DOING to minimize the impact of rising fuel and energy costs in the 2008‐09 school year?
Usage of Facilities is a High Priority
We are losing money! • How well are you recovering costs for community use of your campus? (How you responded)
– 25% Not scratching the surface – 57% Recovering some of our costs – 15% Recovering most to all of our costs – 3% Recovering more than our costs, allowing us to fund other programs
Challenges What are the obstacles to invoicing and recovering community use costs (How you responded) • 185 No knowledge of how much to charge • 172 No automated scheduling solution • 145 No knowledge of how to get faculty/staff to embrace new system/process • 137 Not sure where control of the process belongs • 126 No process in place • 110 Don’t know how to introduce a new process system‐wide • 61 No knowledge of how to invoice • 54 No school board support
Common Problems That Occur in the Scheduling Process (How you responded)
• 247 Time wasted trying to manage the process and each event • 251 No one knows the cost of an event • 183 No reports are available for board and staff • 158 Coordination problems among schools • 146 Custodian was not notified • 152 Heating/cooling systems are not overridden
2008 Cost Recovery Study • Analysis of 1,000+ school districts, colleges and private schools, including interviews • Focused on how educational professionals are coping with
RECOVERING COSTS FOR THE COMMUNITY USE OF OUR SCHOOLS: A White Paper Examining the Successful Implementation of Cost Recovery Programs in our Schools.
– Demand for community use of school facilities – Recovery of costs to support community use
“The data suggests that 95% of school districts are recovering less than 20% of their actual costs for the growing use of their facilities by the commmunity”
Cost Study: Number of Events • The sampling revealed that the average district holds 1.24 events/student per year–up from .16 events/student in 2002 • Districts more than 5,000 students average .93 events per students or 4,650 events in a year
Cost Study: The Comparable Metric • o compare districts of varying sizes, SchoolDude developed a metric of “cost recovery/student” to allow comparisons across the size spectrum • he total invoiced/the number of students = cost recovery/student
Let’s Total the Potential Costs A district with 8,000 students and 8,800 events/year, invoicing an average of $15/student generates $120,000 •But you spent:
$110,000 – staff time (scheduling, coordination, approvals and cost recovery) $120,000 – energy costs $220,000 – custodial $40,000 – wear/tear/repair
TOTAL = $480,000 or ($60/student)
Business View Income ‐ Expenses _____________ Profit (Loss)
$1 ‐ 5/student ‐ $30 – 70/student _____________ $25 ‐ $70/student loss
Examples of Recovery Programs COST RECOVERED PER STUDENT
In spite of these school systems’ top‐tier results, all who were interviewed shared that they did not believe they were recovering all of their costs.
ORGANIZATION & ENROLLMENT
Michigan Stats Sum of Invoice/ Student State Michigan
Grand Total
Year Account (Org) Name ALLENDALE PUBLIC SCHOOL DISTRI BEECHER COMMUNITY SCH. DISTRIC BELDING AREA SCHOOL DISTRICT Berrien Co Intermediate School District Big Rapids Public Schools BLOOMFIELD HILLS SCHOOLS CHIPPEWA VALLEY SCHOOLS COOPERSVILLE PUBLIC SCHOOLS DUNDEE COMMUNITY SCHOOLS EAST CHINA SCHOOL DISTRICT EDWARDSBURG PUBLIC SCHOOLS FREMONT PUBLIC SCHOOLS GRANDVILLE COMMUNITY EDUCATION HOLLAND PUBLIC SCHOOLS IONIA PUBLIC SCHOOLS Lake Orion Community Schools MAPLE VALLEY SCHOOLS Mt. Pleasant Public Schools NORTH BRANCH AREA SCHOOLS Please include a copy of this invoice with your payment. Thank you. Redford Union Schools - Transportation, Buildings and Grounds Department Reed City Area Public Schools ROMEO COMMUNITY SCHOOLS SOUTH LYON COMMUNITY SCHOOLS Walled Lake Consolidated Schools Wayland Union Schools WHITMORE LAKE PUBLIC SCHOOLS
2003
2004
2005
2006 12.51473006
0.095238095
0.19047619 2.332438017
0.274452555 4.837152381 0.458677686 14.42315071 0.145391605 0 3.850964912
2007 14.67521834 37.31978207 0 4.851021898 4.347504762 15.15672071 16.92 8.011161404
4.843210453 0.955530898 0.053333333
0
199.993
183.869
0.974791667 12.91702629 1.533938298 0.25 46.73199571 2.120535294 2.407692308 0 0.493155685
8.423057527 0.008842312
0 0.03704698
0.104080407
176.8256 0.169444444 8.513212551
3.798523077 3.798523077
11.55912308 218.9715811
19.13913846 248.9282938
4.279590604 4.133662539 38.53397692 401.1660315
The Ones to Watch • • • • • •
Beecher Community School District Whitmore Lake Public Schools Allendale PS Chippewa Valley Lake Orion Community Schools St. John PS
Cost Recovery Champions
Denine Kysar Douglas Co SD, CO District size: 52,900 students District type: Suburban/ rural Number of schools: 75 Number of events (2007): 50,004 Cost recovery/student: $17.07
Merry Dunphy Coppell ISD, TX District size: 9,920 students District type: Suburban Number of schools: 15 Number of events(2007): 10,371 Cost recovery/student: $26.31
Alan Peterson Pembroke Public Schools, MA District size: 1,830 students District type: Suburban Number of schools: 5 Number of events (2007): 6,451 Cost recovery/student: $23.54
Steps to Success 1. Create a team 2. Get executive buy‐in 3. Identify a centralized owner 4. Centralize/de‐centralize tasks 5. Develop tiered fee structure 6. Recover all your costs 7. Start small and gain buy‐in 8. Create a communication plan 9. Establish presence at the event 10. Create invoice guidelines 11. Automate the process Source: Recovering Costs for the Community Use of Our Schools © Copyright 2008 SchoolDude.com, Inc. All rights reserved.
1. Create a Team • Define the process – Timeline with goals, milestones, and owners – Workflows for approval and cost recovery – Task types and who handles each one
• Accelerate decision making • Ensure more viewpoints are gathered – Facilities Department – Athletic Directors – Principals
– Business office – Technology Department – Food Services
• Prevent holes in the policies • Engage those who are skeptical
2. Get Executive Buy‐In • Make sure the School Board and Superintendent are supportive • Ask the Superintendent to communicate his/her endorsement • All must agree to support a policy for: – Process changes – Fee structures – Invoicing philosophy – it is cost recovery, not profit – Goal setting
3. Identify a Centralized Owner • Determine who will manage and “own” community use of your facilities – Creates a contact for internal stakeholders – Creates a contact for the community – Creates a point person to “see” the whole process and recommend changes
4. Centralize and De‐centralize Find a balance between what can be centralized and what can be distributed Centralize – the District office controls : • Policies and guidelines – Who will be allowed, when – Usage guidelines – Rates – Risk management • Equity across the district • Billing and collection • Community communication
4. Centralize and De‐centralize De‐Centralize ‐ School personnel control: • Day‐to‐day usage – What areas are available for usage – What times are available for usage – Schedule conflicts • • • • • •
Preventive maintenance schedules Cleaning schedules Security or limited re‐entry hours Network outages Equipment requiring repair Pest control application
5.Develop Tiered Fee Structures Establish a simple fee structure: – What type of group? (Non‐profit vs. For‐ profit?)
– What type of area? (Gym vs. softball field?)
– What type of facility? (Elementary school vs. arts center?)
Find out what other districts are doing.
6. Try to Recover All Your Costs • Overtime • Utilities • Athletic, audio‐visual and IT equipment • Wear and tear on the facility • Maintenance • Food services
7. Start Small and Gain Buy‐in • Begin with only certain types of rooms and/or certain schools • Gain support and buy‐in from school administrators and assistants • Let those positively affected by the changes help sell the idea to the rest of the district • If negativity arises, determine if there is an issue or a simple resistance to change
8. Create a Communication Plan • Let outside organizations know about rules upfront • Add a link on your website • On‐call staff for after‐hour assistance should be communicated and posted • Certain information may affect a group’s decision & save time or headaches for your staff: • How far in advance to schedule • Date changes • Charges & payment rules • Late fees • Damage policy • Alcohol policy • Insurance requirements • Supervision of children
9. Establish a Presence at the Event • Custodial labor can be a huge amount of cost for overtime and weekends • Having a custodian on‐site during events – Reduces damage to property and equipment – Protects the district – Ensures a smooth event – Provides a nice “customer service” touch
10. Create Invoice Guidelines • Provide a quote to set proper expectations – Do you require advance payment in full? – Do you require payment before or after the event?
• Follow up with an invoice that is consistent with the quote • Create billing rates that allow for unexpected cost changes • Be pleasantly persistent with past‐due notices
11. Automate the Process • Paper, spreadsheets, calendars and email are not efficient ‐ the process is too complex • Select an automated facility scheduling solution that: Enables coordinators to view facility use calendars, check availability Automatically routes usage requests to approval managers Automatically creates invoices based on fee tables Automatically emails event service providers regarding event setup Tracks contact information for groups using facilities, including permits, contracts, and insurance policies – Generates reports on: – – – – –
• Area/room usage • Services used • Actual facility usage costs • Invoice/payment status • Organizations on‐site
Managing Change is Key to Success Keep life simple for everyone involved •Everyone and their reactions will be different •Provide easy & clear points of contact •Design guidelines or procedures that are easy to follow & easy to support •Implement in phases •Be sensitive to existing work demands •Avoid implementing new programs at the opening or closing of the school year
How SchoolDude Can Help You With more than 3,500 clients satisfied clients – we would be happy to provide more information. www.schooldude.com/costrecovery White paper on “Recovering Costs for the Community Use of Our Schools“ • Form samples: – Bill rate/fee table sheets – Facility use agreement and application forms – System improvement team presentations – Facility use process sheet • Best practices • Success story videos
MSBO • • • • •
Policy template Fee structures Examples Contracts Guidelines
Contacts • [email protected] • [email protected]
Questions and Answers from our Cost Recovery Champions
Denine Kysar Douglas Co SD, CO District size: 52,900 students District type: Suburban/ rural Number of schools: 75 Number of events (2007): 50,004 Cost recovery/student: $17.07
Merry Dunphy Coppell ISD, TX District size: 9,920 students District type: Suburban Number of schools: 15 Number of events(2007): 10,371 Cost recovery/student: $26.31
Alan Peterson Pembroke Public Schools, MA District size: 1,830 students District type: Suburban Number of schools: 5 Number of events (2007): 6,451 Cost recovery/student: $23.54
