Baltimore City Public Schools Comprehensive Maintenance Plan. December 11, 2013

Transcription

1 1 Baltimore City Public Schools Comprehensive Maintenance Plan December 11, 2013

2 Background 2 Under the Baltimore City Public Schools Construction and Revitalization Act of 2013 (Section E.11-A), the implementation of Baltimore City Public Schools' $1.1 billion 21st- Century Buildings Plan is governed by a Memorandum of Understanding (MOU) between the Baltimore City Board of School Commissioners, the Maryland Stadium Authority, the Interagency Committee on School Construction (IAC) and Baltimore City. The MOU requires action on 16 items, including submission by the Board of an acceptable comprehensive maintenance plan to the IAC. Through this requirement the state seeks assurance that the state s $1.1 billion investment to renovate and replace City Schools buildings will be protected over the long term. The Maryland Stadium Authority oversees the release of construction funding to City Schools; this release will hinge on the Board supporting an acceptable level of investment in the district s buildings over time.

3 An Acceptable Comprehensive Maintenance Plan 3 Per the MOU (Section 11A 1-4), the comprehensive maintenance plan must lay out how City Schools will fund and staff preventative and ongoing maintenance for existing, new and renovated school buildings. Specifically, it must include: A comparison of City Schools buildings maintenance budget with industry standards and the building maintenance budgets of other local school districts A comparison of City Schools buildings maintenance staffing (per square foot of space) with the building maintenance staffing of other local school districts Detailed inspection and maintenance procedures for current, renovated and newly constructed school buildings A strategy and plan for training buildings maintenance staff After the December 17, 2013 Board approval, the comprehensive maintenance plan will be submitted to the IAC for review and approval.

4 On Maintenance, City Schools Lags Other Districts 4 To inform the development of its 21 st -Century Buildings Plan, City Schools hired Jacobs Project Management Company to assess the condition of its buildings portfolio. As part of this work, Jacobs conducted analyses to help the district determine what it would cost to renovate and replace its school buildings and to maintain them over time. Jacobs then compared these costs to how much other districts invest in dollars and staff in the maintenance of their school buildings. When compared to other districts, City Schools invests fewer resources in the maintenance of its buildings.

5 Current State of Maintenance: Dollars Jacobs concluded that City Schools budget for buildings maintenance is below industry standards and well below the amount that other Maryland school districts spend. 5 Industry Standards Other Maryland Jurisdictions Maintenance/ Repairs Dollars per Source Square Foot DOD Unified Facilities Criteria* $3.73 Whitestone Research Facility M&R Reference $3.05 IFMA Benchmarks #32** $2.49 Baltimore City Public Schools $0.79 Source: Jacobs Maintenance/ Repairs Dollars per Source Square Foot Cecil County PS Audit Report 2009 $7.07 Montgomery County 2014 $6.38 Frederick County Maintenance Plan $2.17 Anne Arundel County PS Maintenance Plan $1.83 Baltimore City Public Schools $0.79 * DOD- Department of Defense **IFMA- International facility management association Note: Budget based on general fund dollars allotted to maintenance and repairs

6 Current State of Maintenance: Staff Jacobs concluded that the amount of space that City Schools buildings maintenance staff are responsible for (measured in square footage) is much larger than the space that buildings maintenance staff are required to cover in other Maryland school districts and other large urban districts. 6 City Schools compared to other school districts 1 FTE per square footage Source: Jacobs

7 Current State of Maintenance: Allocation of Resources City Schools buildings are in very poor condition. 23 percent were built before 1946; 74 percent were built between 1946 and Further, the district has a long legacy of building maintenance neglect up until 2004, when the IAC became actively involved in this work. As a result, both the maintenance and emergency repair needs on its buildings are great. City Schools has experienced constraints on its building operations and maintenance budgets, which are not sufficient to meet ongoing maintenance and operations needs. As a result, City Schools must direct the vast majority of its buildings maintenance resources toward its greatest need: emergency building repairs and replacements. As high quality buildings replace buildings in poor condition, City Schools will need to allocate far fewer of its building maintenance resources to emergency repairs and can invest more resources in ongoing maintenance which, with better buildings, will be considerably lower.

8 Moving Forward: Increase in Funds 8 To meet its maintenance needs, Jacobs recommends an increase in City Schools building maintenance budget of a minimum of $3 million a year for 9 years (FY 2014 t0 FY 2023). At the current level of investment in maintenance, without any improvements in buildings, our maintenance cost will increase from year to year. By increasing funding and improving the quality of buildings through renovation and replacement, the district will be able to protect the state and city s investment. Increase from $15.8 million in FY 2014 to $39.8 million in FY 2023 The maintenance budget includes staff, maintenance and contractual services.

9 Moving Forward: Increase in Funds 9 To close the gap between what the district currently spends on building maintenance and what it will need to spend in the future in order to protect the state s and city investment, City Schools requires an increase in its building maintenance budget of a minimum of $3 million a year for 9 years (FY 2014 t0 FY 2023) in the future in order to protect our investment. Recommended Annual M&R Budget Note: General Fund dollars from City Schools budget Source: Jacobs Year

10 Moving Forward: Increase in Staff 10 A significant portion of City Schools building maintenance budget funds staff. Jacobs recommends the following: Incrementally increase the number of FTEs dedicated to preventative maintenance from the current 74 to 127 by FY Reduce over time the amount of square footage managed by each FTE, from more than 250,000 square feet currently to less than 150,000 square feet. The increase of skilled staff will reduce our dependence on contractors. The annual budget increase of $3 million will cover the cost of the increase in staff over time. Source: Jacobs

11 Moving Forward: Improved Procedures 11 To improve its inspection and maintenance procedures City Schools will: Implement a new computerized maintenance management system. Establish maintenance and replacement schedules for major building components. Implement energy conservation procedures to better manage district resources.

12 Moving Forward: Increase in Training 12 The district is working with school leaders and staff to reinforce their critical role in ensuring the best possible maintenance of their school buildings. This entails educating school staff about what acceptable building conditions look like, and providing them with strategies for achieving and maintaining those building condition standards. The district is tapping the instructional expertise in its Career Technology Education (CTE) programs that cover the plumbing, electrical, HVAC and carpentry trades in order to train and further develop current operations staff on building maintenance practices. City Schools also will strengthen the capacity of district operations staff and school-based building maintenance staff by providing new and ongoing training for the maintenance of existing, new and renovated buildings.

13 Next Steps June 2014 City Schools will provide a computerized maintenance management system and additional metrics to monitor both in-house and contractor performances as a requirement of the MOU. 13 July 2014 Per the MOU, City Schools will report to the Maryland Stadium Authority s stat committee regarding staffing, inspections and maintenance parameters. July 2015 Once the IAC approves City Schools comprehensive maintenance plan, the district will write building maintenance plans for each existing, new and/or renovated building.

14 14 For more information contact: J. Keith Scroggins Chief Operations Officer