1. Public School Facilities Authority
Getting a Handle on Maintenance Costs
(and Staff Performance)
Bob Bittner & Calvin Steckler
NMSBA Annual Convention
December 8, 2007

2. Introductory Questions
Is your teaching staff well satisfied with their facilities environment?
How does your district measure occupant satisfaction and facility reliability?
Do you know how much money your district is spending on maintenance each year?
Do you know how much money your district is spending on utilities each year?
Is your district looking for opportunities to save funds?

3. Discussion Points Importance of “Good” facility maintenance
What NM districts are spending on maintenance
Getting an handle on your district’s maintenance expenditures
Importance of Energy Management?
Getting control of your district’s utility use and cost

4. Importance of “Good” Maintenance
Reliable facilities
Fosters student and staff safety & health
Reduced breakdowns & teaching disruptions
Student Success
Improved learning (higher test scores)
Reduced absenteeism & disciplinary actions
Effective use of resources
Teachers more effective
Proactive (preventive) vs. Reactive maintenance
Prolonged equipment life (replacement cost)
Reduced utility use

5. Importance of Facilities
Past studies have concluded that …
Maxwell: Physical conditions have a direct influence on teacher morale and student performance
Milwaukee: Strong relationship between facility conditions and student performance
Lighthall: Facility improvements resulted in higher test scores and improved student and teacher attendance

6. Key Facility Attributes to Learning
External physical condition
Overall appearance
Internal physical condition
Appearance, HVAC, lighting
Security & safety
Fire safety, door hardware, surveillance
Ambient environmental health
IAQ, ventilation, cleanliness
Physical classroom
Lighting, acoustics, temperature control
Psychological
Color scheme, wall & floor conditions, restrooms

7. Budgeting for Facilities
Over $200 million is being spent annually on facility maintenance at NM public schools!
Operational Budgets are tight
Salaries
Utilities
Little is left for facility maintenance!
Capital Funding is limited
State (PSCOC awards, legislative approp’s, SB-9)
District (GO bonds, HB-33, SB-9)
Good maintenance saves on both operational and capital funding needs!

8. Statewide Maintenance Expenditures

9. Maintenance Cost ($/Sq Ft)

10. Maintenance Cost ($/MEM)

11. Maintenance Cost Review
Statewide (FY2005/06)
Average $ 4.60 per sq ft
Average $ 1,363 per student (MEM)
National (per 2006 AS&U Survey)
Average $ 4.09 per sq ft
Average $ 717 per student (MEM)
What is the right amount?

12. Opportunities for Utility Savings
Statewide, over $60 million spent annually on utilities at public schools!
Very limited operational funds
Utility rates continue to rise
Many school districts have inefficient building systems
Inefficiently designed, and/or
Inefficiently operated
Lack of awareness by students and staff on effective use of utilities.

13. Statewide Utility Cost

14. Statewide Utility Cost ($/Sq Ft)

15. Statewide Utility Cost ($/MEM)

16. District Comparison of Utility Cost ($/sq ft)

17. Utility Cost Review Statewide (FY2005/06)
Average $ 1.19 per sq ft
Average $ 360 per student (MEM)
National (per 2006 AS&U Survey)
Average $ 1.14 per sq ft
Average $ 201 per student (MEM)
What is reasonable?

18. Our Message … All district leaders should …
Be fully aware of their maintenance and utility expenditures, analyze spending, and seek cost savings!
Implement a comprehensive preventive maintenance program
Initiate an energy management program

19. #1 Data Analysis Know how funds are being spent
Receive recurring reports and analyze financial data
Compare expenditures by school
Maintenance cost per square foot & student (MEM)
Utility consumption & cost per square foot & MEM
Compare against “similar” state and national data
Conduct surveys and site visits & communicate
Seek opportunities to provide more reliable facilities, operational efficiency, continuous improvement, and cost savings

20. Overall M&O Analysis

21. #2 Preventive Maintenance
Recurring inspection & effective maintenance demonstrates the district commitment to provide for the key facility attributes that are most important to staff satisfaction and the learning process!

22. Preventive Maintenance (PM)
Effective PM provides for improved system reliability and extends the life of facility systems.
Minimizes breakdowns and classroom disruption.
Reduces equipment replacement cost
Reduces repair time (opportunity cost)
Effective PM improves safety and security
Effective PM reduces energy use

23. Use FIMS
The state’s Facility Information Management System (FIMS) is an effective tool to assist with your district’s preventive maintenance program.
It provides for:
Automatic generation of PM tasks at a prescribed frequency
Record of all facility equipment and systems
Record of all completed maintenance
Recurring reports for cost analysis
Better decision making
Time scheduling
Equipment replacement

24. #3 Utility Use Management
An effective district Energy Management program will ensure that an enhanced learning environment is provided without wasting valuable resources.

25. Energy Management Program
Behavioral Modification & Reinforcement
Clear policies on appropriate utility use
Staff training
Provide incentives
Facility Construction / Renovation
Establish and enforce building specifications that fully address energy efficiency – promote “Sustainability”
Select systems through Life Cycle Cost Analysis
Install Energy Management Systems / DDC
Building Management
Reliable preventive maintenance and custodial practices
Monitor building system operations
Track utility use against established targets
Identify opportunities for reduced energy use.

26. Where to Start Institutionalize district policy
Make the Commitment
Include an energy plan that provides for efficient building operations as the primary component
The objective is to eliminate waste while providing a comfortable and safe learning environment

27. Building Standards
Require energy efficient building systems in all construction and renovation specifications
Institute design specifications that require effective system controls
Initial cost should not be the criteria (LCCA)
Assess facility systems and operations
Building system sequence of operations
Must know how systems operate

28. Track Energy Use Collect data on past and current use
Provides foundation for a successful energy management plan
FIMS Utility Direct is a good tool
Identify opportunities (ECM) for energy use reductions and cost savings
Set realistic goals
Track the progress of energy saving strategies (action plans - ECM)

29. Staff Development
Educate building occupants on energy efficient activities (Behaviors)
Increase energy savings and equipment life by training maintenance staff on proper equipment operations (Sequence of operation)
Create incentives and reward success

30. Utility Data
The best way to assess use is to track the energy profile over time (Real Time is best)
Establish baseline data, then compare the performance results against similar buildings.
Analyze the energy use & cost
Use ratios such as kwh/sq ft & $/sq ft
FIMS Utility Direct can be used for this

31. Analyzing Available District Data
You must collect and analyze information in order to make informed decisions for operational improvements.
Note: Operational funds saved in facilities and utilities can be used for other needs: teacher salaries, textbooks, etc.

32. Conclusion and improved staff performance!
PSFA is available to assist all New Mexico districts in improving their maintenance program and instituting an Energy Management program. Contact us when you are ready . . .
Albuquerque Office –
Calvin Steckler
Bob Bittner
You can derive operational cost savings,
and improved staff performance!