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HomeMy WebLinkAboutAgenda 02-25-20 Attachment 2A - CHCCS Executive Summary Facilities-Capital-Maintenance and Operations HAPEL HILLU O C I T Y SCHOOLS Facilities Capital, Maintenance & Operation Summary The Chapel Hill-Carrboro City Schools strives to provide the best maintained, sustainable, and welcoming facilities for our community, students and employees. We attempt to meet this goal through short and long-range facility planning, completion of sustainability, deferred and preventive maintenance programs and through regular upkeep, repair and renovation projects. The district monitors current facility conditions and utilizes industry standards for reviewing facility needs. A comprehensive facility assessment was completed in 2014. A facility feasibility study in 2016, roof assessment studies, indoor air quality assessments and end-of-life project schedules have also been completed. A10-year Capital Investment Plan is utilized to identify funding of projects for the one-year allocated annual county capital appropriations. The district receives annual capital funding for all facility needs, operations, maintenance repairs including technology upgrades, activity buses and facility services from the following county funding sources: Debt Financing: $2,461,154 Pay Go (NC Lottery): $851,650 Article 46 Sales Tax (technology) $1,272,252 Older Facility Improvements $601,400* Recurring Capital $1041200 Deferred Maintenance $104,200* 2020 Total Annual Capital Allotment: $8,794,856 *Note: The scheduled funding of these allotments ends in FY 21. This amounts to a loss of capital funding of$2,405,600. The district researched industry standards for facility capital funding for K-12 institutions and believes the annual allocation for capital funding currently received is below recommended levels to properly maintain facilities. Findings include the following annual capital allocations: • Recommended amount to "regularly upgrade existing facilities' systems, components, fixtures, equipment, and finishes as they reach the end of their anticipated life expectancy; systematically reduce the backlog of deferred maintenance that has accumulated; and alter existing facilities to respond to changing educational requirements." = $16,379,112 (1) • Recommended amount to make sure buildings are "clean and in good working order." = $12,284,334 (2) • The above are based on 3 & 4% of replacement costs. Utilizing a rate of combined 5% = $20,473,891 which is $12 million below current expenses. • The states with the lowest shares of M&O spending as a percentage of total budget were Georgia (7.6 percent), Minnesota (7.7 percent), and North Carolina (8.1 percent). Those with the highest shares were Oklahoma (11.1 percent), Arizona (12.1 percent), and Alaska (12.9 percent). CHCCS is at 9.6% (3) • The states that spent the least per student on M&O were Utah ($614), Idaho ($639), and North Carolina ($733). At the other end of the range were Alaska ($2,096), New Jersey ($1,923), and New York ($1,759). (4) Footnotes 1. Calculated using Current Replacement Value (CRV)x Gross Sq Ft. x 4% = $192 x 2,132,697 x 192 x .04 = $16,379,112. Source: State of Our Schools 2. 3% of CRV Source: State of Our Schools 3. CHCSS Budget line of"Operational support services" / Total operating expense = 13,831,080 / 144,247,500. 9.56% was average share of M&O for schools nationwide in 2008-2009- includes payroll for M&O. Source:American Schools and Universities M&O Cost Study 4. See page 15 of State of Our Schools Priorities for Capital Projects Utilizing facility assessment information and feedback from building occupants the following priorities are used for setting priorities for capital projects: • Fire, Life, Health & Safety related projects • Building projects that increase Student Capacity • End of Life Systems (roofs, mechanical systems, carpets, plumbing, etc.) • Building Envelope Systems (brick veneer, drainage/gutters, windows, doors, etc.) • Sustainability projects (lighting, cost savings, environmental controls, etc.) • General maintenance & repair projects (painting, parking lots, athletic areas, etc.) Building Operation Costs Utility Cost for 2018-2019 Site Elec., Gas +Water Cost per sf Culbreth Middle School $ 119,904 $ 0.89 McDougle Campus $ 247,047 $ 0.91 East Chapel Hill High School $ 301,972 $ 0.95 Scroggs Elementary School $ 96,418 $ 0.95 Phillips Middle School $ 134,103 $ 1.12 Chapel Hill High School $ 326,129 $ 1.15 Smith Middle School $ 166,761 $ 1.16 Ephesus Elementary School $ 92,643 $ 1.20 Lincoln Center/Phoenix $ 94,707 $ 1.23 Morris Grove Elementary School $ 114,197 $ 1.24 Estes Hill Elementary School $ 78,950 $ 1.28 Glenwood Elementary School $ 76,037 $ 1.29 Northside Elementary School $ 135,233 $ 1.29 FP Graham Elementary School $ 92,269 $ 1.31 Rashkis Elementary School $ 135,508 $ 1.34 Carrboro High School $ 270,523 $ 1.51 Carrboro Elementary School $ 104,138 $ 1.60 Seawell Elementary School $ 120,749 $ 1.70 District Total $ 2,712,885 $ 1.23 Facility Maintenance Work Order Summary Work Orders by Location 2018-2019 Site #Work Orders Carrboro Elementary 257 Carrboro High School 315 Chapel Hill High School 385 Culbreth Middle 353 East Chapel Hill High School 397 Ephesus Elementary 327 Estes Hill Elementary 356 Frank Porter Graham Elementary 166 Glenwood Elementary 202 Lincoln Center 218 McDougle Elementary 272 McDougle Middle 189 Morris Grove Elementary 180 Northside Elementary 153 Phillips Middle 217 Phoenix Academy 27 Rashkis Elementary 193 Scroggs Elementary 218 Seawell Elementary 445 Smith Middle School 197 Transportation Department 32 DISTRICT TOTAL 5099 Facility Preventative Maintenance The district facilities team completes on-going facility maintenance with regular schedules in order to sustain and maintain the buildings. Additionally, contractors that specialize in facility systems assist the district in meeting monthly, quarterly or yearly maintenance programs. Examples of Maintenance Schedules (Approximate cost = $656,000) • HVAC o filters and replaced quarterly (minimum) o belts replaced annually, checked each quarter o pumps and motor bearings o coil cleaning o boilers have a yearly service contract o chillers are serviced and inspected annually o cooling towers receive chemical treatments o AHU are checked when filters are changed o Indoor Air Quality inspections semi-annually • Electrical o thermal imaging of panels (ongoing) o fire systems checked and serviced yearly, inspected and tested monthly o sprinkler systems serviced annually o emergency generators serviced yearly o fire hood systems inspected annually and cleaned semi-annually • Plumbing o backflows inspected and repaired annually o hot water boilers yearly service contract for inspections o grease traps as needed (monthly, quarterly or annual) o rainwater collections included in water treatment contracts o winterization on all irrigation and outside water stations before first freeze through spring • Grounds o bio-retention ponds annual inspection and service o playgrounds inspected annually by district grounds staff/monthly by school staff o athletic fields have regular ongoing maintenance 0 ongoing maintenance for cleaning drains, mowing, trimming as needed Climate & Sustainability Summary The district is proud of our sustainability efforts and is one of only several districts in NC to have a dedicated Sustainability Director on staff. Our sustainability efforts go beyond routine facility work such as mechanical, lighting, or other building improvements to include comprehensive programs such as seminars on being stewards of the environment, education programs and outreach efforts within schools and the community. Composting: Our cafeteria-composting program is part of our normal habit now in all elementary and middle schools. We have surpassed 1.4 million pounds diverted from the landfill. This process has reduced our carbon footprint by over 200 Metric Tons of CO2e. We now have classrooms asking for small compost bins and have organized dozens of worm composting classes. Schools and our compost hauler have reported that the process appears to be habit now as contamination levels are very low. We have given tours of our composting program to multiple local districts and have consulted with districts across the country. In early November, our Sustainability Director led an EPA webinar on cafeteria composting to over 300 participants from across the country. Projects and Academics Youth Water Academy: In partnership with Orange Water and Sewer (OWASA) seven high school Students participated by visiting OWASA once a week for 5 consecutive weeks. They saw first-hand and learned about the water treatment process, lab work, land management, infrastructure, engineering, sustainability and water governance. OWASA professionals led the sections. Year 2 is currently underway with 19 participants. Explorer Backpacks: As a result of funding a teacher's professional development, we rolled out the Explorer Backpack program at Seawell. The high quality backpacks packs are loaded with trail maps, nature ID guides, binoculars, magnifying glasses, colored pencils, journals and other observation and documentation tools. School Gardens: We used our Chartwells Grant funding for a part time School Garden Coordinator. This was a highly successful project that enabled us to provide support to the 13 school gardens in the district. Each garden is truly unique in its set up, who runs it, what they grow, etc. This position enabled the garden leaders and educators to take advantage of scale (seedlings and materials,) get expert advice and have someone specific for their needs. We hope to find full time funding in the future to advance the garden program. LED Lighting Upgrades: Through a program with Duke Energy and Lime Energy, we upgraded old and inefficient lighting at Frank Porter Graham Bilingue, Seawell, Glenwood, Ephesus and Lincoln Center. The program paid for 48% of the cost or $172,000. The lighting is brighter, energy efficient, motion activated and will significantly reduce outage times and electrical maintenance time. School Building Profiles & Prioritized Major Capital Plans In May of 2019, the Chapel Hill-Carrboro City Schools Board of Education completed a Board facilities retreat work session in order to review the facility building needs within the district. The projected facility needs from the comprehensive facilities assessment and from the list of identified projects for older schools range from $200-$300 million dollars and were categorized among three long-term options. Capital Needs Prioritized Options Repair, replacement or renovation of items, components or systems that are important to the health and safety of the students and staff and to sustain the overall operation of the facility. OPTION General maintenance and system service life upgrades. (state building code violations, health 1 department violations, handicapped accessibility issues, removal of hazardous material, security issues not being met by current systems) OPTION Repair and renovation of long-range items that also bring the class size square footage of 2 elementary classrooms to 1,200 sf and/or meet future capacity needs and the Orange County School Building Standards of 585 students for elementary schools. Repair and renovation of long-range items that also bring the class size square footage of OPTION elementary classrooms to 1,200 sf and/or meet future capacity needs and the Orange County 3 School Building Standards of 637 students for elementary schools. Utilize sustainable approaches to extend building life while reducing overall maintenance and operation costs. The district's list for older schools prioritized for building improvements is consistent with the 9 older schools identified in the facility assessment and prioritized projects listed in the 2016 Bond funding request. Chapel Hill High School has been removed from the list of future projects as it is currently under renovation with funding from the 2016 Bond. Totalcost.zam—sw ;Preokeni Admo at 1�Rem of Arsc 06 perstuo;totelopu +221 Pra-( Phoenix/Admin �LC 999,0714' CarrbomElementar : : 1r -eaon=current -mte mntralizd R9{k�had 11 dassroom to 56A, Ephesus Elirnentary 36.IN k 1;1]IVRE ORO at sChaals by 2210 Estes Hills Elementary ::.76M -apand huix Frank Pone rGraham ElEmentary 5,19M -createMminAzan2d l el GlEnwood Elementar 39,32M 9eawell Elemertar .L Culhreth Middle :. . . -rl I ps'Yr11J's M SII alderschaals remban�n 2019057UCNN CDST :1X X2'4' W'V�3 COS Ir 1-0IAL1!�202i k1.67a91r' Projects identified for the older school improvements listed above would increase capacity at the elementary level by 221 students. A second phase improvement would be to complete Option 3 renovations at Ephesus Elementary School at $37.18 million dollars which completes necessary repairs and increases the school's capacity by 237 students. The annual projected inflation rate for construction costs is calculated at 6% per year for each year renovation projects are not completed. Delays in funding critical capital projects further exacerbates the funding gap on amount of capital funding received and the actual funding needed to complete necessary repairs to school buildings. The following is a summary of the costs for renovations to the nine oldest facilities based on the above options. Facility Name Option 1 Costs Option 2 Costs Option 3 Costs Carrboro Elementary $10.36M-$13.2M $14.43M-$18.28M $26.48M-$33.34M Ephesus Elementary $4.69M-$6.10M $11.82M-$14.49M $29.76M-$37.18M Estes Hills Elementary $4.36M-$5.76M $10.75M-$13.70M $29.45M-$36.79M Frank Porter Graham Elementary $4.27M-$5.13M $10.38M-$12.77M $20.38M-$25.22M Glenwood Elementary $4.18M-$5.32M $13.45M-$16.90M $25.67M-$32.02M Seawell Elementary $5.08M-$6.28M $11.10M-$13.81M $26.48M-$33.34M Culbreth Middle $8.37M-$10.7M $17.45M-$25.45M Same as Option 2 Phillips Middle $7.12M-$8.97M $11.83M-$14.86M Same as Option 2 Lincoln Center $3.06M-$3.95M $37.47M-$39.07M Same as Option 2 CONSTRUCTION COST TOTAL $51.50M-$65.39M $138.64M-$169.33M $224.96M-$277.28M JAN 2024 PROJECTION (+6%Annual) $64.53M-$81.94M $173.71M-$212.16M $281.87M-$347.44M Facility Name OPTION 2 INCREASED OPTION 3 INCREASED SAPFO CAPACITY 1:17 CAPACITY(517) CAPACITY(637) Carrboro Elementary 473 44 164 Ephesus Elementary 400 117 237 Estes Hills Elementary 483 34 154 Frank Porter Graham Elementary 474 43 43 Glenwood Elementary 379 138 138 Seawell Elementary 402 115 235 TOTAL CAPACITY INCREASES 491 971 The district is in the process of completing individual school capital profiles to further highlight the critical needs, repairs, and upgrades required to properly sustain and maintain older school facilities. These nine facilities were designated as the highest priority for capital renovations during the 2016 bond campaign based on the previous comprehensive facilities assessment along with community and stakeholder input.