Efficiency Review: Final Report Section 7'0 Facilities Use and Management Submitted by MGT of Americ

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Efficiency Review Final ReportSection 7.0
Facilities Use and ManagementSubmitted by MGT of
America
Staff Presentation to the School Board December
20, 2005. Mr. Bob Becker, Assistant
Superintendent for Operations Mr. Tony Brown,
Custodial Services Coordinator Mr. Ed Qualtrough,
Maintenance Supervisor Mr. Alan Robertson,
Facilities Management Coordinator
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Efficiency Review Final Report as of June 23,
2005 The WJCC Administrative Response to
Section 7.0, Facilities Use Management

• Seek mutual understanding of findings/recommendati
  ons from ER.
• Seek mutual understanding of the Administrations
  response to findings/recommendations from ER.
• Seek sufficient consensus among School Board
  members as to WJCC Actions related to ER.
• a. Accept Administrations Recommendation to
  Affirm, Modify, or Reject recommendations of
  ER.
• b. Ask the Administration to Amend its Response
  to ER
• in some specified manner.
• c. Gain mutual understanding among School Board
  members and Administration as to actions in
  the
• future
• (1) Those actions requiring Board approval
• (2) Those actions allowing Administrative
  Discretion

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Operations Department Roster
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ER COMMENDATIONS

• Williamsburg-James City County Public Schools is
  commended for having a suitable organization for
  the conduct of life-cycle costing in the
  procurement, operation, and maintenance of its
  facilities, and for having a simultaneous
  financial and administrative services authority
  where building services needs and priorities can
  be heard, considered, and advocated.
• Williamsburg-James City County Public Schools is
  commended for exercising due diligence by using
  the professional services of an outside
  Construction Management (CM) firm to represent
  its interest with architects, engineers, and
  contractors hired by the WJCC School Board.

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ER COMMENDATIONS

• WJCC is commended for working cooperatively and
  diligently with the City and County in a
  four-step site selection process.
• Williamsburg-James City County Public Schools is
  commended for implementing a well-organized,
  thorough, and exceedingly competent custodial
  program.
• Williamsburg-James City County Public Schools is
  commended for a janitorial services program that
  provides excellent customer service to principals.

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ER RECOMMENDATION ADMINISTRATIVE RESPONSE

• 7-1 Work towards a community dialogue on the
  need for a formal Interlocal Agreement between
  the City of Williamsburg. James City County, and
  Williamsburg-James City County Public Schools for
  the pursuit of a joint, ongoing, and
  comprehensive planning process for all growth and
  development, including public school facilities,
  in the Williamsburg-James City County Area.
• Response Accept the recommendation for a joint,
  ongoing, comprehensive planning process. To date
  we have implemented the following steps to that
  end
• Included representatives from the City County
  early in the CIP Process
• Met with representatives from James City County
  on Field Usage
• Initiated a comprehensive planning process for
  all development related to school growth with
  City County Staffs
• Invited City and County participation in our
  Monthly construction meetings for the new High
  School and Elementary School

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ER RECOMMENDATION ADMINISTRATIVE RESPONSE

• 7-2 Consider addressing the space needs in the
  Central Office and Operations Center should the
  division continue to grow.
• Response 1 Accept the recommendation that the
  space needs of our Central Office and Operations
  Center need to be evaluated to meet the needs
  brought on by continued growth of our student
  population and the support needs to meet them.
• Response 2 Modify. We believe the
  recommendation to perform this study in the
  2007-08 school year is a year too late and should
  be performed early in the 2006-07 school year.
• The proposed fiscal impact is 30,000 and will be
  proposed in the upcoming CIP cycle.

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ER RECOMMENDATION ADMINISTRATIVE RESPONSE

• 7-3 Prepare guide specifications, in addition to
  the educational specifications now being
  finalized, for use by the school architects in
  the design of new facilities and for renovation
  and rehabilitation, as well as additions to
  existing facilities.
• Response Accept the recommendation to provide
  guide specifications to guide the construction of
  new and renovation of existing facilities. To
  date we have accomplished the following to the
  achievement of this recommendation
• Completed the compilation of Project Standards
  for Design Construction for Operational Issues
  such as Sitework, Concrete, Masonry. Metals,
  Equipment, etc..
• Completed Standards for Division Athletic
  Practice Competition Fields.
• Completed division School Furnishing Standards
  For All Major Building Spaces.
• In progress on Educational Project Standards for
  Design Construction. Currently 70 complete
  and under division review.

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ER RECOMMENDATION ADMINISTRATIVE RESPONSE

• 7-4 Establish a life cycle cost analysis policy
  within the Building Services Directorate of WJCC.
• Response Accept the recommendation to establish
  a policy to utilize life cycle cost analysis as a
  requirement for pertinent mechanical and
  structural systems (roofing) purchases.

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ER RECOMMENDATION ADMINISTRATIVE RESPONSE

• 7-5 Establish a policy whereby the seven-year
  upgrade and preventive maintenance cycle is
  identified, detailed, and incorporated in all
  future updates.
• Response 1 Accept the recommendation that WJCC
  establish a policy formalizing the seven-year
  upgrade, preventive cycle and accompanying
  budgetary implications.
• Response 2 Modify the seven-year upgrade and
  preventive maintenance cycle from current time
  frame to a ten-year cycle. Operations is
  currently combining replacement cycles for
  building envelope, mechanical systems, and
  scheduled upgrades into the ten-year cycle.

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ER RECOMMENDATION ADMINISTRATIVE RESPONSE

• 7-6 Hire an additional plumber and plumbers
  helper, one electricians helper, two HVAC
  helpers, and two carpenters helpers.
• Response Modify as follows
• 2005/2006 one (1) Plumber hired
• 2006/2007 hire three (3) General Maintenance
  (Helper)
• According to the 34th Annual M O Cost Study
  done by American School University maintenance
  employees service apx. 87,900 square feet. Given
  that standard the three (3) General Maintenance
  hires in 06/07 will provide us with adequate
  staffing.

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ER RECOMMENDATION ADMINISTRATIVE RESPONSE

• 7-7 Hire a delivery person who can serve as a
  courier, messenger and furniture/equipment mover.
• Response Modify. Operations and Finance have
  already begun discussing the Pony position, where
  the position should be housed, should it be part
  or full time. We plan to have resolution in time
  for inclusion in the FY 2007 budget.
• Response Modify. Operations believes that with
  the addition of the three general maintenance
  helpers there will be adequate staffing to handle
  necessary furniture and equipment moving.

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ER RECOMMENDATION ADMINISTRATIVE RESPONSE

• 7-8 Prepare a comprehensive manual of
  maintenance policies, procedures, and other key
  items for the up keep of WJCC facilities.
• Response Accept the recommendation to prepare a
  comprehensive manual of maintenance policies and
  procedures. The development of this resource is
  in progress. Mr. Ed Qualtrough has identified
  its layout and contents and is gathering the
  appropriate materials for inclusion. His time
  table for completion is February of 2006.

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ER RECOMMENDATION ADMINISTRATIVE RESPONSE

• 7-9 Adapt Xeriscape landscaping at all division
  facilities.
• Response Modify the recommendation. We endorse
  the concepts behind Xeriscape. We will work
  cooperatively with the James City County General
  Services Department identifying appropriate
  landscaping needs for all existing and new WJCC
  facilities, guided by a philosophy that
  encourages low maintenance and water conservation.

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ER RECOMMENDATION ADMINISTRATIVE RESPONSE

• 7-10 Prepare and implement a plan for adding
  custodial office, equipment, and chemical storage
  for those schools that are currently deficient,
  and also address principal concerns.
• Response Accept the recommendation, space needs
  will be addressed in the 7-year renovation cycle
  for buildings through the CIP Process.
• Mr. Tony Brown is meeting regularly with
  building principals in an effort to improve
  communication and meet concerns they have in a
  timely manner.

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ER RECOMMENDATION ADMINISTRATIVE RESPONSE

• 7-11 Use the performance contracting method to
  provide for the replacement of older, inefficient
  heating and cooling systems.
• Response Accept the recommendation to utilize
  performance contracting in the replacement of
  old, inefficient HVAC equipment. Mr. Qualtrough
  has already met with two performance contractors
  from the list maintained by the Virginia
  Department of General Services (VDGS). He will
  be meeting with other performance contractors to
  determine what services they offer and how we can
  best utilize them to accomplish our goals.

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ER RECOMMENDATION ADMINISTRATIVE RESPONSE

• 7-12 Employ major new energy technologies for
  Heating and Cooling as outdated HVAC Systems are
  replaced.
• Response Accept this recommendation,
  incorporating new energy technologies into the
  design of all new facilities and through
  performance contracting as per our response to
  recommendation number 7-11

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ER RECOMMENDATION ADMINISTRATIVE RESPONSE

• 7-13 Use building commissioning in the
  replacement of Heating and Cooling Systems and in
  the construction of new facilities, as well as
  the renovation of existing ones.
• Response Modify the recommendation to endorse
  the use of commissioning services in projects not
  utilizing a construction management firm.

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ER RECOMMENDATION ADMINISTRATIVE RESPONSE

• 7-14 Install special lighting control devices in
  all school facilities.
• Response Accept the recommendation to install
  special lighting control devices in all school
  facilities, to be included in specifications for
  new buildings and implemented in existing
  facilities through performance contracting or the
  refurbishment/up date cycle.