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

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

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

4. 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.

5. 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.

6. 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.

7. 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.

8. 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.

9. 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.

10. 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.

11. Envisioning Change Instruction Enrollment Technology Safety / Security
Efficiencies
11.

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

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

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

15. Mobilization/ Submittals
Project Timeline
(Based on a $10M Project)
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.

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

17. Referendum Process BOE Resolution Use legal and bond counsel
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.

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

19. Referendum Process Design Team involvement and oversight
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.

20. Referendum Process SED Review Getting in line, where do you stand?
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.

21. Referendum Process Bid & Award Adhere to legalities RFP process
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.

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

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

24. 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.

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

26. 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.

27. 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.

28. Closure
Questions
Identify key take-aways
28.

29. THANK YOU!