F&O Maintenance MC/MM Update

(Minor Construction/Major Maintenance)

Jim Meikle, Director of Maintenance

School Board Monitoring Item

October 17, 2019

Presentation Overview

➢ Program Profile➢ Good News➢ Summary of Projects➢ Project Types➢ Work in Progress➢ Moving Forward➢ What We Learned ➢ Bright Spots

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Program Profile

FINANCE• Financial Analyst, Capital Funds

SCHOOL STAFF• Principal representatives from

High, Middle and Elementary

COMMUNITY OUTREACH• Facilities Advisory Council Liaison

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F&O STAFFDirector MaintenanceAssistant Director MaintenanceMC/MM Program ManagerEnvironmental SpecialistEnergy ManagerSecurity CoordinatorSafety Officer

CONSULTANT ADVICE/INPUT: Subject experts as required 3

Good News

• Considering many competing budget pressures, MC/MM budget levels maintained at previous year’s level and well supported infrastructure bonds keep rolling

• Fulfilled all of our relocatable needs from existing owned stock – no new purchases. Ownership strategy has now exceeded $4 MILLION in cost avoidance

• Four buildings off grid with no activities or large work scheduled – Cooling setbacks equals Energy Savings

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Summary of Projects

Ongoing Projects Summary

Four-Year MC/MM Status of Projects

FY

Number of

Projects *

Projects

Completed **

Percent

Completed **

Number

ongoing***

2019 124 110 88.71 18

2018 161 140 86.96 20

2017 162 129 79.63 28

2016 194 144 74.23 48

* Projects added in due to emergencies

** Projects starting in the fall or later

*** Projects span more than one year

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Student Success

Examples of Individual Projects

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• Relocatable classroom moves/installations• Internal room conversions• Painting, cladding, siding and flooring

• Medium-sized HVAC, electrical and plumbing projects

• Theater, gymnasium, kitchen, art room and music room equipment upgrades

• Replacement playgrounds, fields, tracks, parking lots, blacktop rubber and other synthetic play surfaces

( Performance Objectives: 1-5 )

Through improved infrastructure and systems upgrades

Student Well-Being

Examples of System Wide Projects

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• Third party gym and bleacher safety inspections • Ongoing theater safety inspections and upgrades in

collaboration with Arts Education• Safety/security improvements in collaboration with

Risk and Emergency Manager• Management Environmental testing for lead in

water, hazardous materials, and radon• Storm Water Management• Adding isolation valves to improve water shut-off

and upgrading grease traps• Switchgear servicing

( Performance Objectives: 6-10 )

Through improved and enhanced Facilities and Equipment

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Work in Progress

Operational Excellence

Moving Forward – Progress Over Time

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( Performance Objectives: 16-20 )

2008

• Allocation $2.6 m

• Over 800 requests

• 80% from site based requests

• 20% from systematic pro-active inspection systems and analysis

2018

• Allocation $ 6.5 m

• Under 200 requests

• Less than 15% from requests

• More than 85% from inspection/analysis

Vastly increased investment in improved teaching, learning and working environments and customer buy-in

Operational Excellence

Moving Forward – Innovative Funding

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( Performance Objectives: 16-20 )

2008

• No Infrastructure Bond funding stream

• No funding mechanism in between MC/MM and entire school renovations

• First in region to consider this approach

2018

• Major Infrastructure Bond funding stream in eighth year

• Arlington voters supporting at 70-80% approval

• Over forty million dollars of new roofs, HVAC and lighting systems completed

Vastly increased investment in improved teaching, learning and working environments and customer buy-in

What We Learned

• We will need to adjust budget estimates to include projected updates in fire and storm water codes.

• It is never ‘too early’ to engage with the County on our summer plans.

• We may have to start planning some projects two summers ahead where equipment has extra long lead times.

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Bright Spots

• We ran out of bike racks – demand is great –we have replenished our stock

• Gunston – Two year HVAC plan completed

• Randolph – Two year HVAC plan completed

• Small Synthetic Play fields - a great success offering significantly increased outdoor recess time

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F&O Maintenance MC/MM Update

(Minor Construction/Major Maintenance)

Jim Meikle, Director of Maintenance

School Board Monitoring Item

October 17, 2019