Technology and Infrastructure 2020

AGENDA

Strategic Plan 2020TI2020 Committee Work

Assessment ProcessScope of Work

Capital FinancingTimeline

Rochester Community Schools Plan

Pride in Excellence: Strategic Planning 2020: RCS will become a world-class educational system by guaranteeing a viable, high quality curriculum for all students.

We believe that an education in Rochester Schools provides our students with the foundation for a future anywhere.

We have a strategic plan, BUT, do we have what we need to support it?

Question

Answer

No.

To understand the state of our technology and facility infrastructure.

Input from our stakeholders.

Subject area experts.

A capital planning assessment and a committee to make it happen.

WE NEEDED:

develop a comprehensive infrastructure plan including technology, facilities, safety and security

align our technology and infrastructure with our Strategic Plan 2020

outline the current and long-range needs of the district for the next 10 years

help the district develop a cash flow plan to address capital needs

provide a scope of work and budget, not a detailed design

be subjective as costs and renewal and replacement schedules are projected into the future

be an evolving document that will be the foundation for future work

include options for different approaches to solving current challenges

and optimize our technology and infrastructure to support educating our students.

PURPOSE OF A CAPITAL PLANNING ASSESSMENT:

Committee GOALThis advisory committee is made up of community members, representatives from various stakeholder groups and RCS staff.

Our goal is to explore questions like those listed below and develop a comprehensive, prioritized technology and infrastructure plan that supports our Strategic Plan 2020.

How do we define success where technology and infrastructure are concerned?

How do we enact changes that will bring about that success for the next 10 years?

How do we ensure the safety and security of our students?

How do we design an adaptive, sustainable technology and facility infrastructure?

What changes are needed now for our learning spaces and technology to support instruction, curriculum, assessments, state/federal mandates, and more?

To build a comprehensive, prioritized technology and infrastructure plan, we believe its important to include subject-matter experts. These independent, 3rd party consultants are focused on K-12 Education, involved locally with other districts, and have extensive industry experience.

Together, they will design a sustainable, state-of-the-art, adaptable technology and infrastructure plan that supports our Strategic Plan 2020.

IDS (Integrated Design Solutions)

French Associates

Plante Moran CRESA

CONSULTANT FOCUS

Engaged consultants to assess our infrastructure and facilities:

IDS (Integrated Design Solutions)French AssociatesPlante Moran CRESA

Scheduled committee meetings:

December 17, 2014, Rochester High

January 14, 2015, University Hills Elementary

February 4, 2015, Hamlin Elementary

February 24, 2015, Adams High

March 16, 2015, West Middle

March 25, 2015, Hart Middle

50 people to participate on the TI2020 Committee

Community members, parents, staff, business leaders, Board Members, and union representatives

TI2020

Overall Goal To develop technology strategies forRochester Community Schools that impacts the way teachers

teach, students learn and also prepares the District for the future.

Technology Vision and Planning Services for K-12

Assignment: Technology Assessment Detailed Analysisover 90 areas of technology

Network Infrastructure (47), Building Technologies (18), Classroom Technologies (11) and Technology Hardware (17)

Site Visitations Staff Interviews Prioritize Needs Establish Action Items Develop Budget Forecasting Full Documentation

11

12

Architects / EngineersDesigning with Vision

Assignment:Evaluate Site Safety and Building

Security Envision Collaborative Learning

OpportunitiesBuilding Code Reviews

Intimate Knowledge of District Facilities Conduct Building / Site Visitations Interview Staff Develop Preliminary Design Solutions

13

Program Managers / Owners RepresentativesFor Design and Construction

Assignment: Develop a Comprehensive 10 year Facility Plan

Review Enrollment, Utilization and Demographics

Evaluate Facilities

Conduct Building / Site Visitations

Roofing, Site Work, Architectural, M/E/P, etc.

Identify Capital Needs / Financing Options

Findings to Date

Rochester Community Schools

Technology and Infrastructure 2020

Building Tours

Conducted building tours at Rochester High School, University Hills Elementary, and Hamlin Elementary. The goals of the tours was to allow our committee members to get an in-depth look at our schools and see the Technology and Infrastructure challenges that exist. We also introduced and highlighted many of the areas that the consultants were assessing.

Did you know

we have 4,250 computers - 11 different models and 77% are over 5 years old

our last bond was in 2004

we have 116 buses that are an average of 7 years old

we have 17 portables in the district

we have 33 miles of fiber connecting our schools

RACE Adult Ed is renting space in the Avondale School District

The bleachers at RHS are sliding off the foundation there are 521 acres of grounds

Annual operating budget is $160M and 88% is for staffing

Phone, PA, media retrieval, and student information systems are from 1998

we have 2.8 million sq feet of asphalt and concrete

It costs approx 1M to replace a roof

RCS is one of the 10 largest districts in Michigan

Special Ed & Pre-K programs are moved to where space is available each year

The track at SCHS is not usable and events have been moved to a different location

School SafetyBuilding SystemsTechnologyProgramsClassroomsAthletics & Fine Arts

AREAS OF FOCUS

Secure schools and classrooms

Improve traffic flow

Maintain facilities infrastructure and bus fleet

Maintain athletics and fine arts infrastructure

Address Building and Fire Code Compliance Issues

Create sustainable, adaptable technology infrastructure

Establish dedicated, permanent space for programs

Create collaborative spaces and flexible learning environments

Establish and implement classroom technology standards

Improve equity between classrooms and schools

Increase learning opportunities through technology

Support the technology needs of instruction and assessment

THEMES

Each group was asked to create a Guiding Viewpoint or overall broad statements to help guide considerations and consultant work.

GUIDING VIEWPOINTS

GUIDING VIEWPOINTS

STUDENT VOICE

Determine Priority 1, Priority 2, and needs more discussion items

PRESENT & PRIORITIZE ACTIVITY

ANALYZING THE REPORT

RECOMMENDATION

THANK YOU

PLANTE MORAN

Critical Needs:

Immediate, urgent, vital, pressing needs

Deferred Needs:

Upcoming needs that will be critical within the next 5 years

Property Enhancement:

Other Needs:

Future critical needs and refreshes starting in 5 years

Items that are necessary but not critical

Solutions for solving challenges we are facing

Capital Financing

2015Aug Sep Oct Nov

Board MeetingApprove Ballot Proposal

8/3/2015

File Bond Resolution calling for Election to County Clerk by 4pm

8/11/2015

Election Day

11/3/2015

Timeline

Our schools need to be better secured

There is old technology everywhere

The wireless network cant support current (or future) instructional needs

Athletic stadiums, fields, and playgrounds require maintenance

Our facilities and sites are in good shape but require immediate attention and ongoing upkeep

We have some ADA compliance issues

The last auditorium refresh was in 2000

There are traffic flow and parking issues at multiple schools

We have an aging bus fleet

We have opportunities to gain efficiencies in our building systems

ASSESSMENT FINDINGS

Furniture and equipment in many classrooms, lunchrooms, offices, and labs needs to be replaced

Special Ed, Early Childhood, and Adult Ed programs dont have permanent space in our district

17 portables are in use (temporary solution turned permanent)

RACE needs to come home to Rochester

THE ASSESSMENT HAS IDENTIFIED:

99 Million of Critical Needs (immediate, urgent, vital, pressing needs)

34 Million of Deferred Needs (upcoming needs that will be critical within 5 years)

103 Million of Other Needs (future critical needs and refreshes starting in 5 years, items that are necessary but not critical, and solutions for solving challenges we are facing

236 Million

ASSESSMENT FINDINGS

We have an opportunity for a no increase bond in November of 2015

A bond can NOT pay for software, salaries, supplies, maintenance contracts, training, textbooks, and other items

Since the bond would pay for technology and facility infrastructure needs, the funds allocated for these purposes can be returned to the general fund to further supports our students, curriculum, and staff

We will have future opportunity for a no increase bond or sinking fund

A bond initiative tends to fail when it:

causes an increase in taxes

is too big

is ambiguous and unclear

CAPITAL FINANCING AND TIMING FINDINGS

236 Million identified

185 Million The Rochester Community Schools Plan

Our plan includes:

All Critical Needs

All Deferred Needs

A combination of Other Needs identified

ROCHESTER COMMUNITY SCHOOLS PLAN

We believe that based on the financing and timing findings we just reviewed, all of the information we have available and to be good stewards with our finances we are moving from the 236 Million 10 year plan in the Report to a 185 Million 5 year plan.

We valued input from the Committee, Administrators, Stakeholders, Consultants, and the Board of Education. We reviewed priorities from all of these groups and dove back into the report details. We looked at our facilities and sites in terms of safety, code compliance, and useful life. We focused on items that would create a technology and facility infrastructure to support a world class education. We made sure that we were providing our students with a safe environment and strong foundation for growth in all areas. Finally, we determined where the greatest needs were for our facilities, programs, classrooms, and athletics & fine arts and strived for equity, efficiencies, and standardization.

WHY THE CHANGE?

HOW DID WE DO IT?

The is a living plan that is going to change and adjust with us and nothing is

set in stone. We are here in the overall process this is just the beginning. There will be committees formed to determine the best use of the funds, which

equipment to purchase, evaluate technologies, etc.

WHAT IF OUR PRIORITIES OR ENROLLMENT

CHANGES?

As is no change

Additional/lower cost options are being identified

Reduced to reflect needs within 1-5 years

Critical in 5+ years

Consistent Priority 2

THANK YOU for the opportunity to celebrate the work of the TI2020 Committee and the future of

our technology and facility infrastructure.

Big thanks to EVERYONE involved in the assessment process.

QUESTIONS?

Technology and Infrastructure 2020

Details RCS PLAN

$ 11,500,000 Site Work

Asphalt/concrete replacements

Traffic flow improvements

Site Utilities

Athletic stadium improvements (fencing, concrete,

bleachers, stairs, storage, drainage)

Press Box AHS

RHS bleechers

SCHS & RHS track resurfacing

Playground fixes

Drainage and erosion fixes

Paved access to fields $ 11,500,000

$ 47,300,000 Building Renovations

Windows and exterior doors

Flooring, roofing, ceilings

RHS Elevator for ADA access

Equipmeent and piping

Temperature controls

Balancing and commissioning

Fixture and piping replacements

Fire protection

Science gas shutoffs

Pool piping

Bathrooms

Lighting replacements

Electrical for technology

Emergency generators

Fire alarm upgrades

Fine Arts refresh

Classroom refreshes as needed

Boilers/Heat pumps $ 47,300,000

$ 3,500,000 Security

Secure main entrances

Reconfgure office at Hamlin & West

Access control system

Removing portables

Alarm systems $ 3,500,000

$ 2,500,000 Buses & Equipment Buses 23 @ 100,000

Food Service equipment $ 2,500,000

$ 34,200,000 Technology Everything except refresh

Includes security cameras $ 34,200,000

$ 99,000,000 $ 99,000,000

$ 8,500,000 Maintenance Site Work

Asphalt Replacements

Playground Improvements

Stadium Improvements (lights/turf)

MS tracks Hart & Reuther $ 8,500,000

$ 23,300,000 Maintenance Building Renovations

Flooring

Roofing

Building Renovations

Equipement and Piping

Auditorium Lighting $ 23,300,000

$ 2,200,000 Buses Buses 22 @ 100,000/per $ 2,200,000

$ 34,000,000 $ 34,000,000

$ 6,900,000

Permanent space for Adult Education

(Adult Ed / Adult Sp. Ed.)Evaluating options

Considering creating space at ACE $ 6,900,000

$ 20,600,000 Classrooms at Four Split Level Buildings

Brewster, Musson, Hugger, University Hills

Creating classroom POD

Media Center expansion

Convert 3 rooms to 2 for Kindergarten $ 20,600,000

$ 2,600,000 Fine Arts at RHS RHS back house, choir/band rooms $ 2,600,000

$ 550,000 Computer Lab Furniture Computer lab furniture @ 15, 000 per #37 $ 550,000

$ 2,200,000 Buses Buses 22 @ 100,000/per $ 2,200,000

$ 22,100,000 Permanent space for Pre-K Evaluating multiple options $ 12,000,000

$ 3,100,000 Instructional Equipment Refresh 1M music, 1M science, 1M other $ 1,500,000

$ 4,780,000 Furniture & Equipment

Media center

Caefeteria tables

Commons

Other (offfice, lobby, etc.) $ 2,780,000

$ 6,300,000 Classroom Furniture Classroom furniture @ 12,000 per #531 $ 3,000,000

$ 3,100,000 Site Work

Paving to expand parking

Entrance work Baldwin, Delta Kelly, Hamlin, etc.

Parking lot expansion Reuther

Storm water detention

Traffic Flow Improvements Hamlin, West, Baldwin $ -

$ 7,000,000 Roofing Roofing $ -

$ 2,900,000 Building Renovationscarpet, serving lines

AHS infill courtyards $ -

$ 18,200,000 Technology Refresh Technology refresh $ -

$ 2,400,000 Collaboration Spaces1 room per elementary

2 rooms per secondary $ -

$ 270,000 Collaboration FurnitureOutfitting collaboration rooms

10,000per ele, 20,000 per sec $ -

$ 103,000,000 $ 52,130,000

$ 236,000,000 $ 185,130,000

Year 1 $ Escalated $

Budget numbers above include all soft costs. Critical Need $ 99,000,000 $ 99,000,000

Budget numbers above are in year 1 dollars. Deferred Maintenance *1.22 $ 34,000,000 $ 41,480,000 REPORT total including escalation is approx.

$281,590,000 Property Enhancement *1.37 $ 52,130,000 $ 71,418,100

Totals $ 185,130,000 $ 211,898,100

CRITICAL NEEDS - IMMEDIATE

OTHER NEEDS - 3 TYPES - CRITICAL IN 5+ YEARS, NECESSARY BUT NOT CRITICAL,

SOLUTIONS FOR CHALLENGES

DEFERRED NEEDS - UPCOMING - WILL BE CRITICAL WITHIN 1-5 YEARS

REPORT - Scope of Work

TI2020 Board 5-18-15 uuu.pdfRCS Big Buckets Board uuu