Capital Projects Review

October 17, 2013

Budget Integration

• The budget process requires the allocation of limited resources to the areas that have the most impact on the district’s mission.

• Considering the unfunded needs of the district and budget reserve targets established in board policy 3117, the financial plan is based on using fund balances in excess of 18%.

• At the end of this school year, the fund balances are expected to be $19.4 million above the target.

• The operating requests for FY15 have not yet been completed. Cabinet expects to review these requests in November with a budget recommendation in December.

• The capital projects schedule was moved up in case projects were selected that require a long lead time to complete.

• Based on the preliminary project recommendations, we are not asking for a decision at this point. Instead, this information will be incorporated into the final budget recommendation in December.

Capital Review Process

1. Met with building principals and PTO representatives (when available) to discuss facilities and safety needs. Also met with curriculum, child nutrition, community education and early childhood.

2. Identified many repairs and improvements that were implemented as part of the work order process.

3. Received the top 5 priority items for each building.

4. Ranked the highest priority items on 1 safety, 2 building maintenance and cost avoidance, 3 regulatory, 4 academic environment, 5 revenue enhancement and 6

eminent mechanical failure.

1. Ranking was not used as an absolute prioritization

2. Ranking helped identify projects that had widespread impact

3. Final recommendation to be based on multiple factors

5. Prepared a comprehensive report of facilities needs for cabinet review:

1. Financial update

2. Scoring methodology

3. Safety projects

4. Voice communication issues in the buildings

5. Facility criteria - repair vs. replace

6. List of projects with the highest rankings from the 6 criteria

7. Solar energy

8. Community education – investment in facilities

9. Parking fees

Capital Review Process (continued)

Financial Update

Does not include any provision for increases in other operational expenditures that will be reviewed in November.

Safety Projects – Existing FY14 budget

Admin. Annex

Secure ILC area from lunch serving

area. Need to install a wall and

access door at main entrance with

access control. Cafeteria doors will

have an alarm and signage installed.

Areas of concern and solution to

the access issues have been

identified by the Facilities staff,

Matt Dieckhaus, and Katie

Reboulet. A meeting with Tim

Rooney, Chris Freund, and Mike

Seppi will notify the Route 66

Center of the pending access

changes.

5,300.00

Blevins Elementary

Enclose the open side of the

playfield (nearest to the Central

Office) with 6' fencing and a pass-

through turn-stile or key-way for

visitors. Extend Black aluminum

fence by dumpster to building. To

be installed by RSD staff.

Scope of work and cost has been

identified by the Facilities

department. Installation of the

fence will be performed by

Facilities staff as a fall/winter

project.

5,200.00

District WideCreate and install a uniform sign at

the main entrance of all schools.

Katie Reboulet has provided the

standard phrasing to be on the

sign. Facilities staff is currently

acquiring project costs and will

install signs when produced.

TBD

Ellisville ElementaryRenovate glass wall to address line

of sight issue.

Facilities staff is currently

collaborating with Allison Loy

and staff to identify the exact

location of the new opening in

the glass wall.

2,500.00

Geggie Elementary

Add fencing to separate new Eureka

walk path and playground area.

Black rubber coated vinyl. To be

installed by RSD staff.

Scope of work and cost has been

identified by the Facilities

department. Installation of the

fence will be performed by

Facilities staff as a fall/winter

project.

4,100.00

Safety Projects – Existing FY14 budget

High Schools

All shipping and receiving docks to

have Aiphone installed. High

schools are priority.

Facilities staff will provide and

install data drops for Aiphone

installation at the high schools.

Facilities staff will then

investigate the scope of work

and cost to complete at the

remaining schools that require .

5,000.00

High Schools

Provide and install Aiphones at the

main entrance and lock doors. Hall

monitor at kiosk will have the ability

to control the door access.

Facilities staff will provide

electrical and data drops where

necessary for the installation of

the Aiphones. Katie Reboulet

will be sending out a

correspondence to the schools

to notify everyone about the

change in procedure.

5,000.00

Middle Schools

Provide the ability for the hall

monitor to control the Aiphone

from the new kiosk.

Facilities staff is currently

providing power and data drops

where required to provide this

ability.

2,000.00

Rockwood Summit High School

Add traffic barriers to Falcon Plaza

to prevent cars from being able to

drive towards front doors.

Type of barrier and location have

been identified. Barriers will be

installed as fall/winter project.

15,000.00

Rockwood Valley Middle School Add 2 sets of doors for tornado safety

Location of proposed doors has

been identified by Rockwood

Valley, and Facilities staff.

Facilities is currently looking into

the possibility of using doors

that are currently in stock.

TBD

44,100.00

Voice Communications

Facilities – Repair vs. Replace

Identified Projects - Eureka Elementary School:

Reconfigure main electrical feeds $135,000

Roofing $238,000

Expand and remodel kitchen $1,399,000

Accoustical sound treatment in cafeteriaIncluded

Replace old window systems Included

Classroom addition $919,000

Reduce chimney height in-house

Fire sprinklers $368,000

Paving $100,000

Total $3,159,000

Estimated cost of new building $12,000,000

Percentage 26.33%

Building Fund - Preliminary Recommendation

HVAC Marquette 1,550,000

HVAC Rockwood Summit 692,000

HVAC Selvidge 191,000

Roofing Rockwood Summit 1,430,000

Total 3,863,000

Project list is for FY15, but a request may be made to amend the FY14 budget based on timing of the project.

Solar Energy 1. District has one of the first solar energy projects in the area (LaSalle Springs)

2. A patron who represents a solar energy firm offered to donate $10,000 of equipment to install a panel

3. Met with energy consultant and obtained the following information:

1. Solar energy savings are not sufficient to offset the costs of installation and maintenance, except for tax credits, accelerated depreciation and Ameren credits.

2. A school district can’t benefit from the income tax savings. Companies propose that they purchase and maintain the equipment so they can take the tax savings. They then lease the equipment to the district.

3. The Ameren credits are only available until the end of this calendar year.

4. The analyses they’ve reviewed often overstate the cost of electricity and escalate the cost in future years beyond past trends

5. The panels should only be installed on an up-to-date roof with the appropriate southern exposure.

6. The district will incur additional costs for roof repairs that have solar units.

7. There was a recent fire on a school building with solar panels. The cause has not yet been determined.

8. District could be vulnerable on a long-term lease if the selected company is no longer in business

Community Education Green Pines Elementary

Replace existing VCT gym floor with

Terra Flex.65,000.00

Pond ElementaryReplace existing VCT gym floor with

Terra Flex.65,000.00

Stanton ElementaryReplace existing VCT gym floor with

Terra Flex.65,000.00

Selvidge Middle School

Regrade main field, irrigate, and

install new natural turf, reseal and

restripe track, overlay jump path

and d-ring.

200,000.00

Vandover CampusRenovate office are to

accommodate staff.100,000.00

Middle and Elementary Schools

Replace old scoreboard systems in

gyms. Parts for many of the older

boards in the district have been

discontinued.

50,000.00

Middle and Elementary Schools

Replace and add fencing to fields.

Many backstops are old and in need

of replacement. Other fields can

use additional fencing to improve

playability.

50,000.00

Eureka ElementaryCorrect electrical wiring and

transformers135,000.00

730,000.00

Parking Fees

1. Students are charged $180 per year to park in high school lots ($363,000)

2. The schools retain $50 of the fee ($101,000) with the remaining $130 ($262,000) to support the operating funds of the district.

3. Propose the following changes:

1. All proceeds from the parking fee will be transferred to the operating funds of the district.

2. All proceeds will be used for costs related to the parking lots

1. Parking lot attendants

2. Repair, reseal and stripe the lot

3. Other related costs

3. Due to the size of some projects, the funds may be carried over from year to year to finance a large project

4. The high schools will be allocated more operating funds to offset the lost revenue from the parking fee.

5. Change board policies to implement this plan.

Parking Fees

Lafayette High School PF

Repave service drive. Drive is in

disrepair and has become a safety

concern. 74,000.00

Lafayette High School PF

Repave all hard surface within the

stadium area. Pavement is in

disrepair and has become a safety

concern for daily foot traffic and

large events. 150,000.00

224,000.00

Tentative Use of Balances in Excess of 18%

Anticipated Ending Balance - FY14 56,700,164

18% Based on FY14 Expenditures 37,336,439

Difference 19,363,725

Net Increase in Expenditures Over Revenue

FY15 (two years) 4,835,624

FY16 3,691,271

Recommended Projects:

Technology Refresh 5,000,000

Marquette HVAC 1,550,000

Summit HVAC 692,000

Selvidge HVAC 191,000

Summit Roof 1,430,000

18% times the difference between FY16 expenditures less FY14 expenditures 1,608,633

Total 18,998,528

Unallocated Amount 365,197

Notable projects not included in tentative recommendation (not a complete list)

1. Eureka locker room project

2. Kitchen/cafeteria renovations

3. Kellison exterior walls that allow moisture into the building

4. Expanded nursing stations in some buildings

5. Stadium light standards that could be a safety hazard and need to be replaced

6. Bleacher replacements

7. Lafayette field reconfiguration so foul balls from baseball/softball don’t hit others in nearby soccer field

8. Field improvements

9. Other infrastructure (roofing, HVAC, paving, flatwork, etc.) that is due for replacement

Without reinstatement of capital funding, the district will fall further beyond with the general maintenance of the facilities.

Questions?