1. Effectively Reporting To The Board November 2011 Roger Young ryoung@ry-associates.com

2. Purpose … Increase Reporting Skills Demonstrate the Importance of Data Show how to Present Data

3. Importance of Reporting … Expectation Accountability Introduce New Initiatives Report on “State of the State” Stimulus Funds (ARRA)

4. Challenges … Organizing the Report Mind Map, Storyboard Main Topics Summarizing Data Bullet Points, Tables, Graphs, Use Images Presentation Skills Tell the Story, Use PPT, Be Creative, Be Complimentary Practice Department, Look for Opportunities, Writing Skills

5. Prep Yourself Project or Report Supporting Data What do you need? How do you acquire the data? Know Your Audience Defend Your Position (Cost Justification)

6. Presenting Delivery – practice having a conversation It is not about being perfect, it's about being personable Open with your conclusions - Don't make people wait to find out why you are there Report on the message, not the details Be positive and upbeat Be brief – take an 8-word sentence and make it 5 words

7. Presenting List your specific suggestions, focus on the bottom line, and stay on target - wandering generalities will lose interest Do not read your slides - it is for support, but not to be a crutch Look everyone in the eye to be more convincing and credible Avoid: Umms, Uhhs and Ahhs “and stuff” “Like I said” Too many “So’s”

8. Know Your Audience What is important? Content Data Language & Terminology

9. Today … Summarizing Data Energy Management Maintenance Program Capital Planning Facility Use Stimulus Funds Annual Report

10. Energy Management … Consumption Conservation Accomplishments Data: BTU’s Sq Ft Buildings Degree Days Comparison Over Time Types of Energy

11. Plant & Facilities Department FY2008 – FY2010 Energy Budget Comparison

12. DOER Grant – Audits 17 Town & School Bldgs. New Lighting – AHS & Town Offices $92K +$11K Memorial Hall Library Lighting – Pending $20K CO2 Sensors – Installed Multiple Locations Over 370K S.F. Roofing White PVC & +Insulation Town & School Buildings Converted to Gas New Windows Library & West Middle School Thermo infrared Camera – Building Envelope Mini Trade Vans to Replace Old Full Size Vans Plant & Facilities Department Energy Initiatives

13. Plant & Facilities Department Electricity Usage per Sq Foot (kwh) SCHOOLS 2005200620082005-2008 West Elem5.935.9655.27-11.130% Sanborn5.0694.8894.495-11.324% West Middle3.9534.063.69-6.653% Shawsheen3.7743.3043.279-13.116% Bancroft7.7587.6536.00-22.660% Doherty5.0275.0914.698-6.545% South5.965.7814.999-16.124% HP/WH7.1166.5286.038-15.149% Andover High7.0676.6626.429-9.028%

14. Plant & Facilities Department Energy Award Town of Andover Energy Efficiency Municipal Leader Recognition Award 2009 Northeast Energy Efficiency Partnerships

15. Energy Services 2007/2008 Energy Services Mission: “To conserve today’s utilities for tomorrow’s educational opportunities.” Rick Steagall Manager of Energy Services January 22, 2009

16. LEE’S SUMMIT R-VII SCHOOL DISTRICT Utility Costs FY 07-08 64% 11% 25%

17. LEE’S SUMMIT R-VII SCHOOL DISTRICT District Utility Usage – Electricity 34,689,251 30,653,698 30,879,65430,824,482 25,722,116 Note: Usage measured in killowatt-hours (kWh) 2002-2008 – 31.66% increase in electrical rate.

18. LEE’S SUMMIT R-VII SCHOOL DISTRICT Energy Services UTILITY SAVINGS Approximate savings: $3,622,893 (Lighting upgrade, equipment replacement, deduct meters) (Billing error corrections, rate analysis, meter adjustments, etc.)

19. LEE’S SUMMIT R-VII SCHOOL DISTRICT Energy Services Communication

20. LEE’S SUMMIT R-VII SCHOOL DISTRICT Energy Services Communication

21. Thank You Our regards to the Principals, Activity Directors, Building Managers, and HVAC staff for their cooperation with energy conservation projects. Our thanks to Jay Helland, Kyle Gorrell, Mark White, and other District staff for their help with the planning and scheduling of projects. Our thanks to Sarah Hunziker and Paula Aldridge for their assistance with this presentation.

22. Maintenance Program Number of Work Orders Backlog Status of Budget Emergency Work Orders Days to Complete Work Orders PM Hours Quality Assurance

23. Examples …

25. Capital Planning … Demonstrate Planning Identify Projects Provide Data Show Pictures

26. Plant & Facilities Department FY 2010 CAPITAL BUDGET DOING MORE WITH LESS

27. Plant & Facilities Department General Fund Borrowing P&F-7 (P-20) Major School Projects $360,000 Boiler Replacement at$160,000 West Middle School High School Drainage Issue$100,000 Energy Conservation Schools$100,000

28. Plant & Facilities Department High School Drainage Corrective Plan

29. Elementary School Cost Summary

30. Facility Use … Volume of Community Use Cost to School District Cost Recovery

31. YMCA Volleyball Market day College Funding Services National Honor Society Dane County School Consortium Overeaters Anonymous Facility Use Challenges Drama Boosters MHS Secondary Parent Council Brownies McFarland Youth Football Girl Scouts Book Fair DECA /Spartan Headquarters Cardinal Stritch Sound Of Madison Chorus Pickle Players YMCA Basketball Rec Volleyball Boys Tri-County K-5 PTO Girls Tri-County School related Passing League Babysitting Clinic Family Festival Drama Boosters Varsity Baseball Cub Scouts Community Athletics Community Basketball M.A.T.C. Lions Club Soccer Assoc Home Talent Baseball District AthleticsCommunity Varsity Football HS Swimming Varsity Soccer JV Soccer Capital Sound Varsity Basketball JC Baseball JC football District Tennis District Track Cross Country After School Clubs Plays Fund Raisers JV Basketball

32. Important to Know … Personnel Impacts

33. Important to Know … Impacts on Resources

34. Important to Know … Usage and Cost Impacts of Community Events on Electricity Electricity Usage Total Events

35. Stimulus Funds New Program, Evolving Data Elements to Maintain Amount received Amount budgeted and obligated for a project List of projects Name of project Description of project Status and evaluation Number of people working on the project Costs Purpose Use of funds

36. Surveys…

37. Surveys…

38. Annual Report Highlights Important Messages Challenges

39. Area of Responsibility Long Range Facilities Planning Land Acquisition Facility Planning and Design Facility Construction and Renovation Ongoing Facilities Maintenance and Operations Property Management (ESC) Energy Management

40. Notable Accomplishments 2008/2009 – Design and Construction ► Completed over $188 million worth of new facility or renovation bond projects this past year equating to approximately 1 million square feet or an addition of approximately 10% to the overall District facility square footage. The major projects completed this year were: Cardiff Junior High WoodCreek Junior High Bonnie Holland Elementary Morton Ranch Elementary Morton Ranch High School Ninth Grade Center Mayde Creek Elementary – Addition and Renovations Sundown Elementary – Addition and Renovations Winborn Elementary – Renovations Miller Career and Technology Center – Addition and Renovations OAC/Raines/BTP – Addition and Renovations Mayde Creek High School – New Natatorium Taylor High School Baseball – Addition and Renovations Katy High School Baseball, Weight Room, Concession – Additions and Renovations East Transportation – Addition and Renovations

41. Challenges The current volatile economy has led to uncertainty both short term and long term associated with construction inflation rates, labor availability, financial stability of suppliers, etc. Uncertainty related to residential growth projections both short term and long term In difficult economic times keeping pace with facility needs associated with a growing and aging school district

42. Supporting Data Where do we get it? How do we use it? Who will view it?

43. Thank you Roger Young ryoung@ry-associates.com 978-886-6093