AISD Facilities Master Plan Administrative Recommendation 9/26/2011

8/4/2019 AISD Facilities Master Plan Administrative Recommendation 9/26/2011

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Administrative Recommendation

PresentationAISD Facility Master PlanPresented to the AISD Board of Trustees

September 26, 2011


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Background

Over the past 18 months, AISD has been in the process of

developing a long-term Facility Master Plan (FMP). The process was launched in November 2009. The Facility Master

Plan Task Force completed its work in March, 2011. The TaskForce Report was received by the Board on March 28, 2011.

The administration presented its response to the Facility MasterPlan Task Force Report on May 16, 2011 .

On May 23, 2011, the Board referred the plan to the administrationfor development of an administrative recommendation andapproved a revised timeline with key benchmarks.

On September 12, 2011, the Board of Trustees was updated onthe administrative recommendation for the Facility Master Plan.

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Tonights Purpose

Present the FMP Administrative Recommendation.

Continue the September 12 Board Work Sessiondiscussion regarding the FMP.

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Needs of the District

A strong framework in which facilities decisionssupport the Strategic Plan.

A Facility Master Plan that is sufficiently flexible torespond to Board priorities, emergency needs andavailable resources, in any given year.

A formal process that will make facilities planningmore systematic and transparent.

A process that will allow for on-going communityengagement.

A basis for informed decisions regarding TaxRatification Election (TRE) and bond elections.

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Adopt a Facility Master Plan at the November 21 RegularBoard Meeting.

Appoint a Citizens Bond Advisory Committee at the

December 12 Regular Board Meeting.

Approve Annual Facilities Recommendations at theDecember 12 Regular Board Meeting.

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Recommendation:Adopt a Facility Master Plan at the November 21 RegularBoard Meeting.

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Facility Master Plan

The FMP is a framework with the following three

processcomponents:

1. A comprehensive, long-term FMP;

2. Annual updated information; and

3. Annual Facilities Recommendations (AFRs) AFRs are driven by academics and balanced by operationalneeds.

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Facility Master Plan Process

Academic and operational guidance; Data verification;

Community engagement;

Site selection process for new schools; Development of AFRs; and

Board of Trustees action.

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Community Engagement andFMP Implementation Schedule

Sep tember Octobe r - Dec emb er

Feb ruary- May June-July

August

Superintendent hosts public hearingsand meetings with families of impactedcommunities

Continue communicatingrecommendations with stakeholders

Citizen communication session duringboard meeting

Action on changes to FMP framework(every two years), if needed

Board provides feedback on draftAFRs

Administration prepares final AFR forBoard action

Action on final AFRs for followingacademic

Begin analyzing and applyingacademic and operational (facilities)needs to identify possible options

Update and verify (campus/facilitylevel) FCI

Administration continues to receivecommunity feedback throughestablished processes

Appoint Boundary Advisory Committee(BAC)

Board Priorities used to informpossible AFRs

Initiate BAC

Cost Board Priorities

Define Priorities 1 & 2 buildingsystem upgrades and costs

Board receives draft AFRs

Board receives annual data tosupport AFRs

Board evaluates any exceptions tothe recommendations

Board reviews FMP framework

(every two years) Citizen communication sessions

during Regular Board Meeting

Begin budget planning publicprocess

January

Begin implementation plan forapproved Annual FacilitiesRecommendations (AFRs)

Staff initiates preparation of next yearsplan

Begin discussion with Board onpopulation trends and impacts ondistrict with demographic update

CBAC recruitment and appointment forproposed Bond program

Administration identifies priorityareas or regions for publicengagement

Begin public engagement: establishlocal and regional meetings tobrainstorm, discuss, and vet ideaswithin a district-wide context

Promote engagement process andbegin direct outreach with families

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Annual Information

Annually updated information to inform the process

about our district and our schools includes:1. District Utilization including population

projections and facility utilization

2. District Assessment facility assessmentcriteria, facility inventory status and timeline

3. Facility Condition Index (FCI)

4. Individual Facility Assessments

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Development of Annual Facilities RecommendationsDriven by Academics; Balanced by Operations

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The overlap of Academics and Operations determines the AFRs. Thisoverlap can be larger or smaller, depending on the impact of boardpriorities, emergency needs (i.e. natural disasters), available resources,unexpected population shifts, and urgent facilities conditions in anygiven year.

A

FRs

ACADEMICS

AISDStrategic

Plan AnnualBoardPriorities

OPERATIONS

FacilityAssessment

Results

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Recommendation:Appoint a Citizens Bond Advisory Committee at theDecember 12 Regular Board Meeting.

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Citizens Bond Advisory Committee

1. Identify and appoint a diverse group ofrepresentatives including subject matter experts;

2. Develop a recommended scope of work for

future bond programs; and3. Allow sufficient time to study data to make

informed recommendations.

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Recommendation:

Approve Annual Facilities Recommendations for SY2012-13 implementation at the December 12 RegularBoard Meeting.

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A

FRs

ACADEMICS

AISDStrategicPlan

AnnualBoardPriorities

OPERATIONS

FacilityAssessmentResults

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Adopt a Facility Master Plan at the November 21 RegularBoard Meeting.

Approve Annual Facilities Recommendations at the

December 12 Regular Board Meeting.

Appoint a Citizens Bond Advisory Committee at theDecember 12 Regular Board Meeting.

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Planning for SY 2012-13

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Planning for SY 12-13

Define Annual Information, and present draftthinking on developing Annual FacilitiesRecommendations.

Review detailed timeline for FMP activities fromSeptember 26 to December 12.

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September 26

- Update AISD website- Community can submit comments

September-October- Outreach and discussions with principals, staff, families,

and community stakeholders October-November

- Hold two public hearings which will be accessible viawebsite and Channel 22

Tuesday, October 25 at 6:00pm in CAC Board Auditorium Monday, November 28 at 6:00pm (location TBD)

December- Gather and submit community input to Board

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2011 Community EngagementSeptember December


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Annual Information

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Annual Information

Annually updated information to inform the process

about our district and our schools includes:1. District Utilization including population

projections and facility utilization

2. District Assessment facility assessmentcriteria, facility inventory status and timeline

3. Facility Condition Index (FCI)

4. Individual Facility Assessments

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1. District

Utilization

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District Utilization:Historical Enrollment and Population

Projections

Historical student enrollment data, for the entiredistrict, by grade level, and by school provides thecontext for annual population projections.

Birth data is used to project future kindergartenclass sizes.

Projection of student population data for the years

2011 to 2021 is generated for the entire district,by grade level.

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District Utilization: Historical Enrollment andPopulation Projections

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AISD predicts steady growth at all grade levels for thenext ten years

0

10,000

20,000

30,000

40,000

50,000

60,000

AISD Historic Enrollmentby Grade Level

2002-03 to 2010-11

PK-5

6-8

"9-12" 0

2,000

4,000

6,000

8,000

10,000

12,000

14,000

Live Births by Yearin Zip Codes within AISD Boundaries

0

10,000

20,000

30,000

40,000

50,000

60,000

AISD Projected Enrollmentby Grade Level2011-12 to 2020-21

PK-5

6-8

9-12


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District Utilization: Capacity AnalysisPermanent and Functional Capacity

Permanent Capacity is the number of students a school was

designed to accommodate and counts only the permanentclassrooms in the calculation. This is a very stable number.

- At schools where portables have existed on site for an extended period,and there is no feasible way to construct classroom additions due to site

limitations, qualitative factors may be considered.

Functional Capacity is the number of students a school canhold given the way a campus is being used. It counts all

classrooms, including portables, and excludes classrooms usedto house administrative staff. This number can change everyyear.

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District Utilization: Capacity AnalysisPopulation and Enrollment

1. Population is the number ofstudents who live within the

schools attendance zone and areassigned to the school.

2. Enrollment is the number ofstudents who actually attend the

school, regardless of whatattendance zone they live in.

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Since population projectionsare more reliable than

enrollment projections, the

former is used for long-rangeplanning purposes.

The administration will be

analyzing the effect transferson over-capacity schools.

The district uses two methods for counting students:


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District Utilization: Utilization/EfficiencyDistrict-wide Percent of Permanent Capacity 2010-11

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District-wide, AISD is within the 75%-115% target range; thedistrict population, at all school levels, is trending upward withelementary schools approaching 115% of permanent capacity.


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2. District

Assessment

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Quantitative

Criteria

QualitativeCriteria

ConsistentFacilityAssessment

1. % of permanentcapacity

2. % of functional capacity

3. Academic performance

4. Facility condition (FCI)

5. Texas ComptrollersFAST rating

6. Cost per student

7. Student movement (IN-transfers)

1. Historic significance

2. Specialprograms/portfolio ofoptions

3. Equity and parity

4. Community needs

5. Proximity to likeschools

6. Swing space capability

7. Overflow capacity

District Assessment: Facility AssessmentCriteria

Data created through formulas andestablished protocols to calculatescores that standardize the way welook at each school or facility.


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Percent of Permanent Capacity: Elementary Schools 2010-11

To identify a school facilitys abilityto accommodate its futureneighborhood population, thepercent of permanent capacity(based on its projected attendancezone population for 2015-16) isscored as follows:

Below 75% - 1 point,

Between 75% and 115% - 2points,

Above 115% - 3 points

District Assessment: Quantitative Criteria


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Percent of Functional Capacity: Elementary Schools 2010-11

To identify a school facilitys abilityto accommodate its currentenrollment, including in and outstudent movement, the percent offunctional capacity (based onenrollment) is scored as follows:

Below 75% - 1 point, Between 75% and 115% - 2points,

Above 115% - 3 points



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Academic Performance (5 yr avg.): Elementary Schools 2010-11

To address school performance, the

five year average (2006 2010) ofTEA ratings was derived byassigning the following pointsystem for each year the schoolhas been rated (AcademicallyUnacceptable: 0 points,Academically Acceptable 1 point,Recognized 2 points, Exemplary

3 points) and then calculating theaverage. The average is thenscored as follows:

0 - 0.5 0 points,

0.6 1.5 1 point,

1.6 2.5 2 points

2.6 3.0 3 points



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Facility Condition Index: Elementary Schools 2010-11

To identify the physical condition ofthe school facility, and the expenseassociated with repairs andimprovements, the FacilityCondition Index rating is as follows:

50% or more; Poor 0 points,

30.1% to 50%; Fair 1 point, 15.1% to 30%; Moderate 2

points,

0 to 15%; Good 3 points



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FAST Rating: Elementary Schools 2010-11

To address school performance asit relates to cost over time, the 2011FAST star rating is scored asfollows:

1 to 2 stars 1 point,

2.5 to 3.5 stars - 2 points,

4 to 5 stars 3 points



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Cost per Student (5 yr avg.): Elementary Schools 2010-11

To identify efficiencies in operatingcosts (includes M&O andgrants/other external funds), thefive year average (2006 2010)cost per student is ranked andgrouped to identify schools that fallabove or below the mean plus onestandard deviation:

Highest Range - 1 point,

Mid-Range (approximately 2/3of the schools) - 2 points,

Lowest Range - 3 points



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Student Movement (IN-transfers): Elementary Schools 2010-11

To identify schools that serve largegroups of students outside of theirattendance zones, and that may notbe considered a neighborhoodschool, the percent of 2010-11enrollment from areas other thanthe schools attendance zone isscored as follows:

More than 25% - 1 point,

Between 25% - 15% - 2 points,

Less than 15% - 3 points



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District Assessment: Facility Assessment MatrixSY 2010-2011

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Elementary Schools

Middle Schools

High Schools

School Total Score % PermCap

% FunctlCap

FCI % IN-Transfers

5 yr AvgCost/Stude

nt

5 yr TEARatings

2010 FASTRating

Odom ES 15 133% - 3 108% - 2 23.19 - 2 9% - 3 $6115 - 2 1.20 - 1 3 stars - 2


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District Assessment: Facility Inventory StatusFY 2010-2011

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Elementary Schools

Middle Schools

High Schools

School FAC TotalScore

PermanentCapacity

2015-16Projected

Population

2010-11Enrollment

Status

Akins HS 15 2394 3305 2720 Monitor student growth trends forpossible boundary changes; very large

population; more than 3000 HS studentsin attendance area


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Quantitative

Criteria

Qualitative

Criteria

Consistent

FacilityAssessment

1. % of permanentcapacity

2. % of functional capacity

3. Academic performance4. Facility condition (FCI)

5. Texas ComptrollersFAST rating

6. Cost per student

7. Student movement (IN-transfers)

1. Historic significance

2. Specialprograms/portfolio ofoptions

3. Equity and parity

4. Community needs

5. Proximity to likeschools

6. Swing space capability

7. Overflow capacity

District Assessment: Facility AssessmentCriteria

Each facility is then viewed through

second lens based on criteria that aremore subjective and not always easily

measured.


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District Assessment: Qualitative Criteria

1. Historic Significance Is this a facility that has been officiallydesignated as having architectural or historic significance by a

governmental entity and, as a result, should be preserved,conserved, and protected? Will this designation impact the potentialuses for the building and restrict the types of renovations that can bemade?

2. Special Programs and/or Academic Portfolio of Options Is this a

campus or facility that serves a special population with specificacademic needs and provides unique educational programs that maynot be easily replicated at other facilities?

3. Equity and Parity Is this a campus or facility that provides improvedacademic programming or replicates quality programs to help

balance offerings geographically throughout the district?

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4. Community Needs Is this a campus or facility where the district, inconjunction with other governmental entities, serves the needs of the

community at large through joint-use projects such as libraries, healthcenters or recreational centers?

5. Proximity to Like Schools That Affect Planning Decisions Is this acampus or facility that addresses the unique needs of a community byproviding programs that complement those of neighboring schools?

6. Swing Space Capability Is this a campus or facility that can be usedtemporarily to accommodate additional students, or a school population,during renovations, additions, or emergencies?

7. Overflow Capacity Is this a campus or facility that has capacity topermanently accommodate additional students from an over-capacity

neighboring school?

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District Assessment: Qualitative Criteria


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3. FacilityConditionIndex

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Facility Condition Index (FCI)

Defined as the ratio of the Cost of Repairs divided bythe Current Replacement Value of a facility

- FCI= Cost of Repairs / Current ReplacementValue

- The indexing ratio used in school facilitymanagement to benchmark relative physicalcondition of a school or a group of schools. This isthe industry standard.

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FCI R l ti C i


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Provides a metric that enables relative comparisonsto be made among the physical condition of thefacilities

The lower the FCI, the better the physical conditionof the building and site

The FCI offers a qualitative sense of the Good,

Moderate, Fair, or Poor condition of a facility FCI (as % of CRV)

- Good: 0%-15%

- Moderate: 15.01%-30%

- Fair: 30.01%-50%- Poor: 50.01% or more

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FCI: Relative Comparisons

FCI: AISD Facilities


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FCI: AISD Facilities

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4. IndividualFacilityAssessment

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I di id l F ilit A t


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Individual Facility Assessment

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A report for each facilitycontains:

- School ID number, name, andaddress

- Grades served

- Permanent andportable/temporary square footage

- Number of classrooms

- Site size- Number of parking spaces

- Individual building data

- Facility condition data

- Deficiency costs by buildingsystem and priority

Included in site verificationpackage

Site Verification


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Site Verification

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Current Facility Condition

Assessment information Site Verification of data

- Survey and feedbackdocuments withinstructions

- Campus physical facts,deficiencies summary, andorientation diagram

- Itemized DeficienciesReport

- Contact information forassistance/explanation

Reconciliation and response


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Development of Annual FacilitiesRecommendations (AFRs)

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Board Priorities SY 2011 2012


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Board Priorities SY 2011-2012

New Delivery

ModelsExplore/establish new

delivery models to provide

an enhanced portfolio of

academic options with

supporting facilities plans

and budget scenarios.

Human CapitalRefine human capital

strategies to support andimprove the new performance

management model.

School &

District ClimateImprove overall school and district

climate for learning. Whole Child/Every Child Health & Wellness Safety Multicultural Outreach/

Engagement

Cultural Proficiency &Inclusiveness

Special PopulationsDevelop academic achievement and

support strategies for specialpopulations through accelerated and

differentiated instruction.

Special Education ELL and Secondary ESL Services African American Student

Support

Advanced Academics

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Development of Annual Facilities Recommendations


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A

FRs

ACADEMICS

AISDStrategicPlan

AnnualBoardPriorities

OPERATIONS

FacilityAssessmentResults

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A d i O ti


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Single-gender middle school programs, one foryoung men, one for young women;

Two-Way Dual Language Immersion programs to

six additional schools; Two in-district charter initiatives - an alternative

education program and a college preparationprogram;

Regional 9-12 STEM Magnet Program;

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Academic OptionsInform Development of AFRs

Academic Options


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(contd.)

Beyond current actions, address north centralelementary school overcrowding with better use ofexisting AISD facility capacity - TBD;

New program design to replace the Alternative

Learning Center, the secondary DisciplinaryAlternative Education Program;

New program design to replace the AlternativeCenter for Elementary Students, the elementary

Disciplinary Alternative Education Program;

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Academic OptionsInform Development of AFRs


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(contd.)

Evaluate, accept, or reject administrative facilitybids for either or both Baker AdministrativeCenter and Carruth Administrative Center;

Designate the 2008 Bond Program elementaryschool to provide relief for overcrowding in northcentral Austin;

Evaluate transfer policy and practice at over-

enrolled schools; and Approve any boundary changes that are

necessitated by AFRs.53

Additional Considerations for AFRs


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Single-Gender MiddleSchools:

School for Young MenSchool for Young Women

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Single-Gender Middle Schools

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Potential fundingidentified

Improve verticalalignment

Available capacity Low renovation costs Two campuses in close

proximity Uses available resources

and existing facilityspace

Rigorous academicprep

Research-based Addresses special

population

Increased equity andaccess to studentswithin feeder pattern

Complements currentacademic programswithin vertical teams

ACADEMICS OPERATIONS

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Two-Way DualLanguage

Immersion

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Two-Way Dual Language Immersion

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Low cost Efficient use of

existing capacity

Enhances readiness forcollege, career, and life in aglobally competitiveeconomy

Research-based modelwith highest long-termacademic success

Advances instructional andlinguistic needs of allstudents, including ELLs


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STEM Magnet

9 - 12

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STEM Magnet 9 - 12

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Capital cost avoidance Efficient use of available

capacity Lower transportation

costs and travel timewith regional site

Expands options foradvanced academics

Establishes a newdelivery model

More equitablegeographic distributionof advanced academicprograms


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In-District Charter:Alternative

EducationProgram

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I Di t i t Ch t Alt ti Ed ti P


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In-District Charter: Alternative Education Program

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Efficient use ofavailable capacity

Low renovation cost Low operating costs

Community need May increase ADA

Increase graduationrates by offeringalternative pathways

Personalized learning

provides creditrecovery andaccelerated learning

Enhances college andcareer readiness


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In-District Charter:College

Preparation

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In-District Charter: College Preparation

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Use of availableresources, existing facility

More efficient use of

available capacity Provides support for

improved human capitalstrategy

Opportunities forattracting external grants

and support

Prepares underservedpopulations for successafter graduation

Fosters academic andleadership skills

Addresses needs ofspecial populations


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LearningSupportCenters

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Disciplinary Alternative Education Programs:


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Disciplinary Alternative Education Programs:Transition to Learning Support Centers

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Evaluates &considers optionsfor old, outdatedfacility

Opens up space for

other uses Lowertransportation costs

Efficient use ofexisting capacity

Strengthens academicprogramming forspecial populations

Provides more stablelearning environment

with fewer transitions Increase graduation,attendance, andcompletion rates

Provides supports forthe whole child


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Designate the2008 BondProgramElementary

School forNorth CentralAustin

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Designate 2008 Bond Program Elementary School

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Addresses critical over-capacity schools

Provides current andfuture student

enrollment support Designates location for

for 2008 Bond Programexpenditure

Improves learningenvironment

Opportunity toexpand portfolio of

options


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Address NorthCentral

Overcrowding

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Address North Central Overcrowding


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g

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Addresses criticalover-capacity schools

Improves safety andhealth

Provides some

immediate relief Better utilizes existing

capacity Capital cost

avoidance

Improves learningenvironment


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Financial Implications of Academic Options


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Financial Implications of Academic Options Estimated Program Costs

- Based on prototypical designs and historical spending

- Actual costs cannot be determined until program design, scopeand site decisions are finalized

Estimated Revenue/Savings

- Identifies possible budgetary reallocations that could be made

to support new initiatives

- Specific site decisions greatly impact on the possibility ofreallocating budget resources and/or realize new revenue, i.e.converting vs. co-location, or proceeds from building sales

- Revenue entitlement will not be known until specific studentsand sites are identified

- External support will be identified as commitments are made

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Financial Implications of Academic Options


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a c a p cat o s o cade c Opt o s(contd.)

Funding Gap

- Cost and revenue estimates may be shown as a range sincethere are many variables that could affect costs andassumptions

Cost Avoidance

- The difference between what we actually spend vs. what wewould have spent in the future on maintaining existinginfrastructure, i.e., savings on maintenance or utility costs forclosed buildings

Final estimates will be presented in December with the final

AFRs

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2011 Community Engagement


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September 26





Tuesday, October 25 at 6:00pm in CAC Board Auditorium

Monday, November 28 at 6:00pm (location TBD)


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y g gSeptember December

2011 Community Engagement


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September 26





Tuesday, October 25 at 6:00pm in CAC Board Auditorium

Monday, November 28 at 6:00pm (location TBD)


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y g gSeptember December

Documents

AISD Facilities Master Plan Administrative Recommendation 9/26/2011