SPACE UTILIZATION STUDY ANALYSIS November 5, PDF Free Download

SPACE UTILIZATION STUDY ANALYSIS November 5, 2013

Space Utilization Study Analysis Ongoing questions regarding enrollment and the use of our facilities 2010 an internal analysis was performed with no decisions made; recommendation was made to hire a consultant for a more thorough study. 2012-13 BOE and Administration wanted to explore in detail District goal Determine, conclusively, whether MSS building should remain open or be closed based on demographic data, space analysis and financial analysis Identify possible solutions for District Offices due to age of current structures Determine whether other opportunities exist to better manage district s facilities BOE asked the Administration to review possible scenarios and present impacts

Options for Consideration: School Scenarios Status Quo: Make no changes to the existing arrangements for school organization and location of the District Office Transform MSS into pre-kindergarten/kindergarten only facility Renovate Space at Dows Lane to Accommodate Grades 4 & 5 Relocate Grade 4 to Dows Lane - Relocate Grade 5 to the Middle School Relocate Grade 8 to the High School

Options for Consideration: District Office Scenarios Repair or replace existing facilities Move the District Office & Facilities Office to Dows Lane and maintain current school organization Move Administrative Offices to Main Street. Requires reorganization of schools and MSS being decommissioned as a school Move Administrative Offices to Commercial Property and Sell Main Street

Financial Implications Make no changes to the existing arrangements for school organization and location of the District Office No savings identified Prospect of $3.1M of capital improvements at MSS Renovate Space at Dows Lane to Accommodate Grades 4 & 5 $465,000 annual savings Reduction in personnel: principal, librarian, clerk, etc. $1.2 million (M) required for renovations at Dows; bond cost $83,000/yr/15yrs In sum, we must invest $1.2M to realize a one time, $382K savings

Financial Implications Relocate Grade 4 to Dows Lane - Relocate Grade 5 to the Middle School - Relocate Grade 8 to the High School $224K annual savings Reduction in personnel: principal, librarian, etc. Loss of BOCES rental revenue Additional custodial and food service staff needed at Dows and Campus $200K required investment needed for additional parking and cafeteria expansion In sum, we must invest $200K to realize a one time, $24K savings The capital investment could be made from the operating budget or fund balance

Cost Implications: District Office Scenarios Replace existing facilities Repair is not feasible Replacement is not responsible $1M required for replacement; bond cost $80K/yr/15yrs Move the District Office & Facilities Office to Dows Lane $385K to renovate space at Dows Lane Move District Offices to Main Street School Cost dependent on reorganization of District Requires reorganization of schools and MSS being decommissioned as a school Move District Offices to commercial property and sell MSS $60K /yr expense

Additional Implications How do these scenarios impact programs, students, and Irvington?

Scenarios that Impact School Organization

Status Quo Maintain Existing School/Grade Arrangement District Offices Remain in Modular Units Opportunities Arrangement allows for potential enrollment increase at DL and MSS No negative impact on Village businesses $220K BOCES rental revenue: MSS & Campus classrooms Challenges 5 year facilities plans projects: MSS: MSS gym: $1.8M* $1.3M* Does not address the poor conditions of the District Offices * funding not currently allocated

Status Quo Continued Opportunities Use of existing space provides for optimal environments for Special Education, RTI Reading and Math, and Enrichment Flexible use of space allows for continued creativity, scheduling options, and professional development space Positive learning culture and school pride which impacts student learning Challenges Itinerate staff commuting among schools

Renovate Space at Dows Lane to Accommodate Grades 4 & 5 Opportunities Possible reduction of staff (principal, cleaner, librarian &.5 clerk) $465K annually Required renovations and additional stairways necessary $1.2M Challenges No projected transportation savings/may need to add an additional bus for Dows Lane Parking and traffic concerns Additional parking will be necessary $50K Loss of necessary storage space Additional lunch periods will place stress on food services

Renovate Space at Dows Lane Continued Educational Opportunities Increased K-5 articulation Sharing of instructional resources Eliminates the transition from grades 3 to 4 Introduces opportunities for new character education and mentoring programs Educational Challenges Elimination of dedicated space for special education, RTI Reading and Math Repurposing of space will have a negative impact on unified arts Challenges to schedule additional PE classes, library experiences, technology classes 37 classes rather than 25 Program impact from teachers being placed on carts Instrumental music would need the music room Lunch periods would span a larger period of time

Relocate Grade 4 to Dows Lane - Relocate Grade 5 to the Middle School Opportunities Move District offices to MSS Possible closure of District Offices/modulars Possible addition of green space Utility cost savings $10K Possible reduction of staff (principal, cleaner, librarian, &.5 clerk) $465K one time savings More efficient use of shared staff Increased articulation Sharing of instructional supplies Expanded opportunity for mentor programs Elimination of transitions to/from MSS Challenges 8 th grade would move to the HS MS model would be significantly impacted Wider age continuum on the Campus (5 th - 12 th grade) Significant parking and traffic concerns at Campus and Dows Lane $150K to develop more parking Closing MSS would be problematic if it was to be reopened in the future Would have to meet all contemporary ADA and SED requirements No projected transportation savings Loss of BOCES $220k annual rental revenue and BOCES special education course. Cafeteria and shared space limitations Added stress to support services e.g. school nurse No acceptable recess option for 5 th grade

Scenarios to Address District Office Facility Needs

Current District Office Repair or Replace Current Modulars Option Repair Not economically feasible to continue to repair Constructed in 1997 Roof repairs/replacement in areas Structural issues floors sagging, rotting Total bathroom renovations Door/entrance replacements Exterior repairs siding replacement in areas, painting Replace Prohibitively large investment of $1M+ to replace modular units. Community impact

Maintain existing school arrangements Move District Offices and Facilities Office to Dows Lane Opportunities Eliminate future costs of maintaining the modulars $10K utilities Additional green space at Dows Lane Possible sale of the modulars Provide for a better work environment More efficient use of space at Dows Lane School office and nurse to be relocated to central location Plans already developed and authorized by SED Costs of the construction $385K one-time cost Costs to return modular footprint to green space & additional parking $25K Challenges Costs to remove the modulars if they cannot be sold Loss of one classroom Potential construction disruption at Dows Lane Additional Opportunities and challenges as outlined in Scenario: Maintain existing school/grade arrangement. District offices remain in modular units.

Current District Offices Options Move Administrative Offices to Main Street (requires decommissioning as a school) Positive Reasons Reduction in costs to maintain Main Street School (per 5 yr. facility plan) Reduction in costs to maintain Main Street School Gym (per 5 yr. facility plan) Possible commercial office space rentals Negative Reasons If need to re-open as a school, 13 classrooms are below the required 770 sq. ft. minimum class room space Building is not ADA compliant Loss of BOCES rental revenue $50K Unused gymnasium Conversion costs to move offices to Main Street $75K (estimate)

Move Administrative Offices to Commercial Property and Sell Main Street Positive Reasons to move DO to commercial Property and sell MSS Elimination of Maintenance/Repair Costs Sale of Main Street School Revenue Source $1M?? One time revenue Negative Reasons to Move to Commercial Property and Sell MSS Loss of instructional space for possible future needs Impact on Village businesses

Long-Range Building Maintenance District-wide 5 year plan identifies $9.7M of recommended work to all buildings MSS 5 year plan suggests $3.1M (including 2013-14 projects) Cost of moving grades 4 & 5 to Dows Lane is $1.2M Annual variance (cost avoidance) $382K Cost of moving grade 4 to Dows Lane & grade 5 to IMS $200K Annual variance (cost avoidance) $24K If we pursue these scenarios, then we must consider the sale of Main Street School.

In sum The relocation of 4 th grade to Dows Lane, 5 th grade to the Middle School, and 8 th Grade to High School introduces logistical and program concerns/questions Should 5 th grade be on the Campus & 8 th grade at the HS? Scheduling limitations will have significant impact on learning $200K investment is needed for a one-time savings of $24K Relocating 4 th and 5 th grade is a viable alternative; however $1.2M investment is needed for a one-time savings of $465K MSS would be decommissioned as a school presenting a concern if enrollment increases Outstanding needs to be addressed: District Office Maintenance of facilities

Administrative Point of View This is clearly a complex matter that will impact the education of our children and the District s finances for years to come The space utilization study and the subsequent analysis have not revealed that a significant savings could be had by closing Main Street School without: Having undesirable ramifications on student programs Limiting opportunities to manage future enrollment growth Investing significant funding into renovations without addressing other long-range maintenance needs At this point, the administration recommends not to proceed with the closing of Main Street School, but firmly believes that we must: Develop a strategy to finance the long-range maintenance of each school Pursue a plan to move the District Offices to Dows Lane

Next Steps Board and community discussion tonight Questions to be researched Additional presentations, reports, and meetings as needed Any imminent decisions impacting the 2013-14 budget should be made by January 2014 Change in school organization Pursue options for the District Offices Hiring of a MSS principal

Q & A

Space Utilization Scenarios VARIANCES: Base Case: Move grades Move 4th gr. Move Dist. SCENARIOS: 2013-14 4 & 5 to to Dows;5th Offices to Status Quo Dows Lane Explanation to Middle Sch Explanation Dows Explanation MAIN STREET SCHOOL Enrollment 2013-14 269-269 Population moves to Dows -269 Population moves to Dows & MS Loss of revenue from Revenue (BOCES et al) ($50,000) $ 50,000 MSS $ 50,000 Loss of revenue from MSS Other Expense (supplies,other costs) $102,208 $ (102,208) Costs are student/ $ (102,208) Costs are student/ enrollment based enrollment based Instruction(Compensation ) $3,750,680 $ (3,750,680) $ (3,750,680) Administrative Compensation $150,551 $ (150,551) MSS principal elim $ (150,551) MSS principal elim Clerical Compensation $154,647 $ (154,647) Clerical moves to Dows $ (154,647) Some custodial work, Custodial Compensation $367,574 $ (305,318) $62k, and utilities, $78k, $ still required to maintain (305,318) Utilities $131,477 $ (52,590) empty building $ (52,590) Capital Improvements TOTAL ANNUAL MAIN ST. COSTS $4,607,137 $ (4,465,994) $ (4,465,994) Clerical moves to Dows Some custodial work, $62k, and utilities, $78k, still required to maintain empty building DOWS LANE ELEM.SCHOOL Enrollment 2013-14 515 269 All MSS students move to Dows 137 4th grade moves to Dows 0 Revenue (BOCES et al) 0 0 Elim pre k 0 Elim pre k 0 Costs are student/ Other Expense (supplies,other costs) $136,170 $ 102,208 $ 51,104 Costs are student/ enrollment based enrollment based Instruction(Compensation ) $7,732,891 $ 3,495,091 $ 1,747,545 $ - Administrative Compensation $343,665 MSS principal elim $ - MSS principal elim Clerical Compensation $179,509 $ 154,647 Addl clerical at Dows required due to increased student population $ 65,357 Addl clerical at Dows required due to increased student population Move District Office operations to Dows Lane Addl custodial at Dows required due to increased Addl custodial at Dows required due to increased student space Custodial Compensation $407,146 $ 225,318 student space $ 100,331 $ - Utilities $116,738 $ 23,347 Additional classrooms $ - $ 4,000 Capital Improvements TOTAL ANNUAL DOWS COSTS $8,916,119 $ 4,000,611 $ 1,964,337 $ 4,000

SCENARIOS VARIENCES MIDDLE SCHOOL Enrollment 2013-14 426 $0 132 5th grade moves to MS Revenue (BOCES et al) $ (170,000) $0 $ 170,000 Loss of revenue add'l Aramark fees + MSS student costs Other Expense (supplies, other costs) $0 $ 91,104 transferred to MS Instruction(Compensation ) Administrative Compensation $0 $0 No impact on Middle School $ $ 1,747,545 - Elim. MS Librarian, lib.clerk & nurse Addl clerical at MS required due to Clerical Compensation $0 $ 89,290 increased student population Addl custodial at MS required due to Custodial Compensation $0 $ 179,292 increased student space Utilities $0 $ - Capital Improvements $0 TOTAL ANNUAL MIDDLE SCHOOL COSTS $ (170,000) $0 $ 2,277,231 DISTRICT OFFICE Utilities $ 10,512 $0 $ (10,512) Capital Improvements TOTAL ANNUAL DIST. OFFICE COSTS $ 10,512 $ (10,512) Utilities savings due to move to Dows CAPITAL IMPROVEMENTS MSS Capital Improvements (Non-Annual) Dows Capital Improve. (Non-Annual) $ 1,155,000 new classrooms,egress $ 385,000 nurses office/ office space District Office Capital Improve. (Non-Annual) $ 45,000 modular removal/ space MS Capital Improve. (Non-Annual) $ 200,000 parking lot & cafeteria TOTAL $0 $1,155,000 $200,000 $430,000 One YR Cost of Bond or Capital work (net State Aid) $ 83,000 15 yrs. Net cost est.- aidable $200,000 Use Fund balance (not aidable) 15 yrs/ or use $31,000 Fund Balance NET IMPACT: SUMMARY Revenue (BOCES et al) ($220,000) $50,000 Loss of BOCES revenue $220,000 Loss of BOCES revenue $0 Other Expense (supplies, other costs) $238,378 $0 $40,000 add'l Aramark costs $0 Instruction(Compensation ) $11,483,571 ($255,589) elim.library & nurse ($255,590) elim.library & nurse $0 Administrative Compensation $494,216 ($150,551) One less principal ($150,551) One less principal $0 Clerical Compensation $334,156 $0 $0 $0 Custodial Compensation $774,720 ($80,000) elim. Custodian ($25,695) elim. Custodian $0 Utilities $258,727 ($29,243) Main closed& add'l Dows ($52,590) Main St. closed ($6,512) Annual Bond or Annual Improvement Costs $0 $ 83,000 $200,000 $31,000 TOTAL COSTS $13,363,768 ($382,383) ($24,426) $24,488 ONE YEAR SAVINGS/COSTS $ (382,383) $ (24,426) $24,488 LONG-RANGE COSTS(bond and interst 15 yrs. less state aid) $ 1,245,000 net bond:15 yrs.@2% $ - Use Fund Balance (not aidable) $465,000 Bond cost

New Constructio n Addition Alterations Major System Major Repair Energy Bond Capital District or Board Name: Irvington UFSD Facility Name: Main Street Gym SED Number: 66-04-02-02-0-0004 Year 1 Priority BCS # Item Description Cost 2013-14 1 10.4 Upgrade exit/emergency lighting to meet fire code requirements X X $10,000 2 Remove existing divider.replace w/ X X $11,500 walk draw divider curtain 3 6.2 Upgrade gym lighting (LED) X X $15,000 4 Replace upper & lower roof X X $200,000 Priority Total $236,500 Year 2 Priority BCS # Item Description Cost 2014-15 1 5.2 repair /repaint damaged interior walls X X $10,000 2 8.3 replace/upgrade ventilation system X X $750,000 3 Repave asphalt driveway X X $12,000 4 8.9 Upgrade/integrate control systems X X $50,000 5 5.1 Replace rubber floor in upper rm, & tile X X $25,000 Priority Total $847,000 Year 3 Priority BCS # Item Description Cost 2015-16 1 7.3 renovate/upgrade bathrooms X X $100,000 Priority Total $100,000 Year 4 Priority BCS # Item Description Cost 2016-17 1 6.1 Replace/upgrade old electrical panels X X $150,000 Priority Total $150,000 Year 5 Priority BCS # Item Description Cost 2017-18 Priority Total $0 Facility Total $1,333,500

New Constructio n Addition Alterations Major System Major Repair Energy Bond Capital District or Board Name: Irvington UFSD Facility Name: Main Street School SED Number: 66-04-02-02-0-0001 Year 1 Priority BCS # Item Description Cost 2013-14 1 5.5 Replace interior doors locking hardware X X $225,000 2 3.2 Replace exterior doors and hardware X X $75,000 3 3.2 Add doors/locks to cafeteria entrance X X $6,000 4 1.9 Replace fencing-west side of play area X X $4,500 5 1.1 Upgrade emergency lighting X X $60,000 6 1.72 Repair/repl/metal landing & stairs by auditorium X X $25,000 Priority Total $395,500 Year 2 Priority BCS # Item Description Cost 2014-15 1 3.1 Recap retaining wall below play area X X $35,000 2 Install covers on exposed radiators X X $60,000 3 1.72 Repair damaged concrete walkways X X $40,000 4 1.72 Repair stone walls/stairs-front & west side bldg X X $20,000 5 5.2 Repair interior plaster walls & window sills X X $10,000 Priority Total $165,000 Year 3 Priority BCS # Item Description Cost 2015-16 1 8.3 Replace/upgrade ventilation system X X $750,000 2 6.2 Replace/upgrade old lighting to LED X X $70,000 3 Reseal/stripe parking lot X X $35,000 4 7.3 Upgrade/renovate bathrooms X X $250,000 Priority Total $1,105,000 Year 4 Priority BCS # Item Description Cost 2016-17 1 8.9 Upgrade/integrate HVAC control systems X X $100,000 2 Restore walls,floors & stairs in main entry area X X $15,000 Priority Total $115,000 Year 5 Priority BCS # Item Description Cost 2017-18 1 3.1 Remove dumbwaiter shaft & close opening X X $15,000 Priority Total $15,000