SUPERINTENDENT LEADERSHIP IN FACILITIES MANAGEMENT Presenters: Mary Alice Price (LEAF Board Member/SEI Consultant) Brian Cieslinski (SEI Senior Principal) July 15, 2016

Started Share with a partner a brief description of what your involvement has been in facility leadership and management. With your partner, describe the roles you have seen the superintendent and others play in facility leadership. Be sure to reflect upon the involvement of the Board, administrators, faculty and students.

Started Individual task: list 3-5 roles a superintendent should have in leading and managing facilities.

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

What’s the Message? It matters: learning and teaching environment Matching and supporting instruction for today into tomorrow Protecting community investment Effective and efficient management short and long term

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

Planning for Today and Tomorrow Using Building Condition Survey effectively Using a data base to track and understand work Envisioning change

Building Condition Survey Required and aided by SED Building review undertaken File forms with SED Laundry list of items generated A living document created Audit Was Due November 2015

BCS/Five Year Plan Issues/Considerations Thorough / complete Fiscally responsible solutions Dynamic Usable Adaptable NEEDS SED COST

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?

Using a Database Square feet of buildings, fields, properties Age and condition of systems Work order tracking Resources dedicated to facilities And more… Check with Brian graphic of database

Using a Database What other data could you use to support the facility arena? How will these data support your key messages about facilities? Check with Brian graphic of database

Envisioning Change Instruction Enrollment Technology Safety/Security Efficiencies

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

Financing Facilities Annual budget Capital reserve fund Referendum Grants and partnerships

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

Mobilization/ Submittals Project Timeline (Based on a $10M Project) 2016 2017 2018 2019 2020 Pre-Referendum 8 months Resolution BOE 1 Day Design – 6-9 months SED 5-8 months +3 months Mobilization/ Submittals 2 Months Bidding & Award 2 months Construction – 18 Months Closeout 3 ++ Months ? Clean up text, color image

Referendum Process Pre-Referendum Planning BOE Resolution 2016 2017 2018 2019 2020 Pre-Referendum Design SED B&A M Construction CO Pre-Referendum Planning BOE Resolution Voter Referendum Design SED Review Bid & Award Construction Closeout Identify Stakeholders Establish PR Strategies

Referendum Process Pre-Referendum Planning BOE Resolution 2016 2017 2018 2019 2020 Pre-Referendum Design SED B&A M Construction CO Pre-Referendum Planning BOE Resolution Voter Referendum Design SED Review Bid & Award Construction Closeout 45 Days Prior to Vote Date Don’t Forget SEQRA

Referendum Process Pre-Referendum Planning BOE Resolution 2016 2017 2018 2019 2020 Pre-Referendum Design SED B&A M Construction CO Pre-Referendum Planning BOE Resolution Voter Referendum Design SED Review Bid & Award Construction Closeout Committee Engagement Information Dissemination

Referendum Process Pre-Referendum Planning BOE Resolution 2016 2017 2018 2019 2020 Pre-Referendum Design SED B&A M Construction CO Pre-Referendum Planning BOE Resolution Voter Referendum Design SED Review Bid & Award Construction Closeout Keep Team Involved Scope Creep

Referendum Process Pre-Referendum Planning BOE Resolution 2016 2017 2018 2019 2020 Pre-Referendum Design SED B&A M Construction CO Pre-Referendum Planning BOE Resolution Voter Referendum Design SED Review Bid & Award Construction Closeout Getting in Line, Where do You Stand Architectural Review Mechanical Review

Referendum Process Pre-Referendum Planning BOE Resolution 2016 2017 2018 2019 2020 Pre-Referendum Design SED B&A M Construction CO Pre-Referendum Planning BOE Resolution Voter Referendum Design SED Review Bid & Award Construction Closeout Qualify Low Bidders BOE to Approve

Referendum Process Pre-Referendum Planning BOE Resolution 2016 2017 2018 2019 2020 Pre-Referendum Design SED B&A M Construction CO Pre-Referendum Planning BOE Resolution Voter Referendum Design SED Review Bid & Award Construction Closeout Summer is the Key

Referendum Process Pre-Referendum Planning BOE Resolution 2016 2017 2018 2019 2010 Pre-Referendum Design SED B&A M Construction CO Pre-Referendum Planning BOE Resolution Voter Referendum Design SED Review Bid & Award Construction Closeout Track the Dollars Substantial Completion

Scenarios 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?

Scenarios Change Orders and Alternates Value Engineering/ Project Reduction

Some Tips 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.  Lean and mean is just that!!! Develop understanding of others about the impact of facilities on education.  Consciously develop this understanding at every opportunity—not just at referendum times. Use your data base to educate and to hold others accountable.  Ask the right questions—frequently. Print 3 to a page w/notes (25 stapled) and give to Brian Monday and projector and flashdrive

Some Tips Involve the Board in annual tours of facilities to develop their understanding and ownership. Lead the charge—know the public and the internal spaces and become articulate about needs. Communicate, communicate, communicate… Print 3 to a page w/notes (25 stapled) and give to Brian Monday and projector and flashdrive

Closure Questions Identify Key Take Aways Print 3 to a page w/notes (25 stapled) and give to Brian Monday and projector and flashdrive