SUPERINTENDENT LEADERSHIP IN FACILITIES MANAGEMENT Presented By: Mary Alice Price, SEI Consultant, Retired Superintendent Brian Cieslinski, SEI Senior Principal July 13, 2017

Getting Started Share with a partner a brief description of your experience with managing/overseeing facilities and building projects. 2.

Developing Perspective What’s the message? Short term and long term planning Financing facilities Referendum process 3.

What's the Message? Learning and teaching environment matters. Matching and supporting instruction for today and into tomorrow. Protecting community investment. Managing effectively and efficiently short and long term. 4.

What's the Message? In table groups, discuss what makes sense to you regarding messages. Be prepared to share your reactions, reflections, and suggestions. 5.

Planning for Today & Tomorrow Policies, regulations, and practices regarding facilities. Examples: Use of facilities and fields Bids, bonds, budgets etc. Supervision, accountability Building condition survey 6.

Building Condition Survey Required and aided by SED Occurs every 5 years Laundry list of items generated Fiscal responsibility A living document created Next Audit Due November 2020 7.

BCS / Five Year Plan Issues / Considerations At your table, discuss how familiar you are with the BCS? How will you process and use the information gleaned from it? What questions do you have regarding its use? 8.

Using a Database Square feet of buildings, fields, and properties Age and condition of systems Work order tracking Resources dedicated to facilities And more … 9.

Using a Database What other data could you use to support the facility arena? How will this data support your key messages about facilities? 10.

Envisioning Change Instruction Enrollment Technology Safety / Security Efficiencies 11.

Envisioning Change How do you as Superintendent keep an eye to the future while also supporting today’s needs / climate? 12.

Financing Facilities Annual budget Capital reserve fund Referendum Grants and partnerships 13.

Financing Facilities What challenges do you foresee regarding financing facilities and how might you address these challenges? 14.

Mobilization/ Submittals Project Timeline (Based on a $10M Project) 2017 2018 2019 2020 2021 Pre-Referendum 8 months Resolution BOE 1 Day Design – 6-9 months SED 5-8 months Mobilization/ Submittals 2 Months Bidding & Award 2 months Construction – 18 Months Closeout 3 ++ Months ? 15.

Referendum Process Pre-referendum Planning Identify stakeholders 2017 2018 2019 2020 2021 Pre-Referendum Design SED B&A M Construction CO Pre-referendum Planning Identify stakeholders Create team and collaborative expectations Establish PR strategies 16.

Referendum Process BOE Resolution Use legal and bond counsel 2017 2018 2019 2020 2021 Pre-Referendum Design SED B&A M Construction CO BOE Resolution Use legal and bond counsel 45 days prior to vote date Don’t forget SEQRA 17.

Referendum Process Voter Referendum Committee engagement 2017 2018 2019 2020 2021 Pre-Referendum Design SED B&A M Construction CO Voter Referendum Committee engagement Implement communications plan Educate vs. advocate Information dissemination 18.

Referendum Process Design Team involvement and oversight 2017 2018 2019 2020 2021 Pre-Referendum Design SED B&A M Construction CO Design Team involvement and oversight Manage process, budget, and timeline Scope creep / change orders, etc. 19.

Referendum Process SED Review Getting in line, where do you stand? 2017 2018 2019 2020 2021 Pre-Referendum Design SED B&A M Construction CO SED Review Getting in line, where do you stand? Communicating the process and progress Architectural Review Mechanical Review 20.

Referendum Process Bid & Award Adhere to legalities RFP process 2017 2018 2019 2020 2021 Pre-Referendum Design SED B&A M Construction CO Bid & Award Adhere to legalities RFP process Qualify low bidders Low vs. lowest responsible BOE to approve 21.

Referendum Process Construction 2017 2018 2019 2020 2021 Pre-Referendum Design SED B&A M Construction CO Construction Recognize disruptions and reactions to it Summer is the key 22.

Referendum Process Closeout Track the dollars Substantial completion 2017 2018 2019 2020 2021 Pre-Referendum Design SED B&A M Construction CO Closeout Track the dollars Substantial completion Maintain records 23.

Referendum Process Discuss what your district’s track record has been when presenting a referendum to the public. How will this track record influence your approach to facilities? What questions, comments, and observations do you have regarding the referendum process? 24.

Scenarios Change orders and alternates Value engineering / project reduction 25.

Tips & Ideas Develop an understanding of others about the impact of facilities on education. Consciously develop this understanding at every opportunity – not just at referendum times. Own your facility plan and lead presentations to the Board and others. Insist on your own “contingency” account and budget. Plan for a rainy day or brilliant idea. Use your database to educate and to hold others accountable. Ask the right questions – frequently. 26.

Tips & Ideas Involve the Board in annual tours of facilities to develop their understanding and ownership. Lead the charge – know the public and the internal spaces. Become articulate about needs. Communicate, communicate, communicate … 27.

Closure Questions Identify key take-aways 28.

THANK YOU!