February 6, 2023 at 7:30 AM - Facility Committee Meeting

Description:  Attached please find a presentation that covers agenda items A through E. The referendum team (Vogel Brothers and EUA Architects) will be present at the meeting. Vogel Brothers will take the lead in reviewing the presentation with the Facility Committee members. 

In addition to the presentation, please see the attachment that is provided with agenda item E, districtwide maintenance projects. This attachment shares updated budgetary estimates for the highest priority maintenance projects on the 20 year maintenance plan. Vogel Brothers will review the process of updating this information. 

Agenda item F is not included in the presentation. A separate attachment is provided for agenda item F. EUA Architects has provided a proposal to manage the furniture procurement process for the referendum projects. EUA staff and the district can compare this proposal to the process that was followed during the 2014 referendum. 

Description:  The purpose of this agenda item is to review the Fund 41 Capital Projects Fund. As a reminder, the School Board transferred all new capital projects funds into the General Fund, Fund 10, at the start of the 2021-22 fiscal year. These funds are being segregated in the Fund 10 fund balance for future use. The Fund 41 Capital Projects fund was then planned to be spent and closed for future use. This funding plan was related to feedback from the rating firm Moody's when the district's bond rating was downgraded in the spring of 2021. 

Fund 41 had a balance of $807,447 entering the 2022-23 fiscal year. The School Board approved capital maintenance projects for 2022-23 in the spring of 2022. The current balance of unspent/unencumbered funds is $300,732. Attached you will find the Annual Meeting Treasurer's Report and the Skyward financial system year to date report, which is where these numbers come from. 

Attached please find an updated capital projects report that includes information on the approved projects for 2022-23 as well as potential projects to complete the use of the funds remaining in Fund 41. The potential projects are listed at the bottom of the report, and would result in bringing the balance of Fund 41 close to $0. 

Attached please find a written description of the potential projects. John Cramer will be available at the meeting to review these potential projects. Administration is seeking feedback from the Facility Committee on these additional projects. 

If these additional projects are approved, the funds in Fund 41 will be utilized, and $300,000 per year will be reserved in Fund 10 for future maintenance projects. All maintenance projects will then be funded through the Fund 49 November 2022 referendum funding, likely through the 2026-27 school year. The 2027-28 school year would then begin the use of the Fund 10 reserved maintenance dollars, which will have accumulated to $1.8 million. Administration will seek confirmation from the Facility Committee of this funding strategy. 

Description:  The purpose of this discussion is to review options for management of the referendum projects. In prior Facility Committee meetings, administration has shared options ranging from hiring a vendor to perform the role of Owner's Rep, hiring another administrative position in the maintenance/custodial department, hiring additional custodial/maintenance staff, and reorganizing existing roles within the department. 

After reviewing the pros/cons to each scenario, administration is seeking consideration of hiring an additional maintenance person from the operational referendum funds. The operational referendum funds included an estimate of $300,000 for additional operational costs associated with opening the new school buildings. The annual cost of a maintenance person is $75,000 with the family benefit selection. The district will not be adding square footage until the fall of 2026. A maintenance person hired now would allow for the internal capacity to manage additional referendum projects. An existing maintenance staff member would be primarily dedicated to project management while the new hire would replace the maintenance responsibilities that currently exist for that person. This additional person would allow the Director of Facilities & Safety to dedicate the necessary time towards the referendum work. Administration is requesting Facility Committee feedback on this option. 

In addition, further discussion will be needed regarding custodial staffing for the eventual increased square footage, evening supervision, and community use of the school buildings outside of school hours. 

 

Description:  Administration will be requesting several meetings over the next several months to continue the various steps with the November referendum planning process. 

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