2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO The Civic Center Roller Coaster: How to Survive the Ride These materials have been prepared by the CASBO M&O Professional Council (or CASBO Associate Member). They have not been reviewed by State CASBO for approval, so therefore are not an official statement of CASBO.

2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO Who is using your facilities?

2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO Event Scheduling is Complicated!

2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO Who’s involved in the scheduling process? Community Users Custodial Staff Maintenance Staff Technology Staff Food Services Athletics Multiple Site Contacts District Office Accounting

2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO Event Management Challenges Recovering district costs incurred by users Risk Management Politics Working with outside organizations Coordinating w/ multiple departments Politics Distributing event management responsibilities Politics, Politics, Politics

2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO Cost Recovery Study  Analysis of 1,000+ school districts, colleges and private schools, including interviews  Focused on how educational professionals are coping with  Demand for community use of school facilities  Financial burdens on budgets and operating staffs due to the growing use of school facilities by the community  Sentiment that school facilities should be used more frequently because taxpayers and other stakeholders have invested billions in these assets RECOVERING COSTS FOR THE COMMUNITY USE OF OUR SCHOOLS: A White Paper Examining the Successful Implementation of Cost Recovery Programs in our Schools.

2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO Cost Study: Number of Events 1.24The sampling revealed that the average district holds 1.24 events per student per year.93Districts less than 5,000 students average.93 events per student

2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

Cost Study: Recovering Funds

2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO What are Your Administrative Costs?

2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO –10 minutes for Event Administration – receiving requests, answering questions, checking calendars for availability, getting approvals –10 minutes for Event Coordination – coordinating with staff to support event (custodial, energy, grounds, food service, Tech/AV, etc.), getting approvals –10 minutes for Invoicing – create and manage invoices / contracts –5 minutes for BAS Overrides – coordinate energy management and facility schedules –5 minutes for Miscellaneous 40 minutes per event or.66 hours per event # students x average # events = total annual events4000 x 1.24 = 4,960 events # events x hours per event = total hours spent 4,960 x.66 = 3,273 hours # hours x hourly labor rate = total cost of event hours 3,273 x $25.00 = $81,825 cost

2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO Saving Time = Saving Money –Automate event scheduling requests and approval routing –A single, real-time calendar online, showing approved events and facility availability –Automatically generate invoices to recover costs –Coordinate all departments and resources needed to support events

2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO Best Practices: A Good, Better, and Best Approach

2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO Steps to Success 1.Distribute Event Management 2.Automate the Process 3.Start Small and Gain Buy-in 4.Recognize that Leadership is Key 5.Build Support w/ Principals and Asst. 6.Recover Your Costs 7.Develop Tiered Fee Structures 8.Improve Invoice Management 9.Establish a Presence at the Event 10.Form a Team Source: Recovering Costs for the Community Use of Our Schools © Copyright 2008 SchoolDude.com, Inc. All rights reserved.

2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO Distribute Event Management Find a balance between what can be centralized and what can be distributed School personnel control and decide: –What areas and times are available for usage –What groups can use the facility –Schedule conflicts A central office controls and decides: –Rates –Billing and collections –Risk management policies

2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO Automate Processes Paper, spreadsheets, calendars and are not efficient in 90+% of educational facilities Too many parties and processes are involved for communication, task assignments and cost recovery You need to avoid duplication of efforts as well as events and seal gaps in the processes

2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO 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, address the issue to determine if there is an issue or a simple resistance to change

2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO Recognize that leadership is KEY All must agree to support a policy for: –Process changes –Fee structures –Invoicing philosophy – it is cost recovery, not profit –Goal setting You should typically involve: – School Board – Superintendent – Facilities Department – Athletic Directors – Principals – Business – Technology Department – Food Services

2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO Build Support with Site Contacts Principals, Assistants, Athletic Directors Present and discuss with individual sites at first to have a better chance to “sell” your ideas to remaining campuses Give earnest consideration and heartfelt acknowledgement to complaints Deal with objections before they become roadblocks

2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO Recover Your Costs! 1.Administrative Costs  Should you be charging an application fee? 2.Custodial Services  Are your custodians working overtime supporting events? 3.Utility Usage  Energy Costs, Water Usage, Even Paper Products 4.Wear and tear on the facility  Use of school property after hours by outside groups accelerates the depreciation of assets.

2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO 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?)

2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO Improve Invoice Management BE CONSISTENT! 1.Provide a quote to set proper expectations 2.Follow up with an invoice that is consistent with the quote 3.Be pleasantly persistent with past-due notices

2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO 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

2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO Event Scheduling Listserv Free, nationwide listserv created by Facility Masters ( Promotes best practices for managing educational facility use Provides a network for educational facility and event scheduling professionals Ask questions, get answers, exchange documents and share best practices with peers To join, send a blank to:

2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO Questions? Jamie Givigliano Senior Account Manager, CA