Collaborating to Support �All D65 Kids

PEP Summit

Capital Projects

May 26, 2021

Executive Summary

• One Fund is a huge step towards addressing PTA inequity; however, inequities still exist in PTA-funded capital projects

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Goal of PEP capital projects is to equitably support schools in realizing meaningful capital projects that enhance student/staff experiences

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• Critical that capital projects solution aligns with One Fund principles – collective fundraising, equitable disbursement, and PTA agency on how monies spent

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• Two "paths" for capital projects
• Capital projects costing <$7500: PTAs may allocate portion of One Fund disbursement to fund project (in single year or over several years)
• Capital projects costing >$7500: PTAs submit request to PEP Capital Projects review team for approval (based on need as defined by equity rubric) and PEP plans for coordinated fundraising push

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• Still some details to work out, including
• Potential changes to board policy
• Coordinated fundraising process

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What is the Capital Projects Fund?

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• Small-scale facilities / building improvement that allows for enhanced experiences for students and / or staff

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• Examples include:
• Playground equipment or enhancements
• Improvements to outdoor spaces
• Library enhancements
• Auditorium enhancements
• Teacher lounge improvements
• Indoor climbing walls

• Larger-scale facility / building additions or improvements, life / safety or maintenance projects (more appropriately paid for by public dollars)

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• Examples include:
• Roof replacement
• Asbestos removal
• Secure double-entry

What qualifies:

What does NOT qualify:

• To equitably support all school communities in their efforts to realize meaningful capital projects that will enhance student and / or staff experiences in a school

Goal:

Five key decisions to make regarding Capital Projects; multiple design options

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• Schools fundraise and donate <100%
• Schools fundraise and donate 100%
• No schools fundraise for capital projects

• All Funds in One Fund
• Separate Capital Fund
• Mix of funds

• Formula-based (same or different from One Fund)
• Rotating

• Up to PTA
• Decided by PEP (e.g. "themes")

Desire to align Capital Projects philosophy with overall One Fund principles

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Intake: Collective and equitable

Schools do not fundraise for school-specific capital projects

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• Fund: Mix of funds for different needs (smaller vs larger projects)

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• Disbursement: Equitable and based on need
• Need defined by needs of building (not demographics)

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• Spending decisions: PTA has agency
• Each school has discretion around how funds are spent

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• Administration required: Low admin burden to ensure longevity

Two "paths" for Capital Projects process, depending on amount

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• PTAs allocate portion of annual One Fund distribution to project

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• Can set aside monies in single year OR over a period of years

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• PTAs work directly with Principals and D65 central office to approve and complete project

• Projects considered and implemented on multi-year cycle
• Year 1: PTAs submit requests
• Year 2:
• Requests reviewed by PEP Capital Projects Review Team
• Similar projects grouped together
• Full PEP committee votes
• Year 3: Fundraising as One District to support approved projects

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Path 1:

Projects <$7500: School PTAs lead

Path 2:

Projects >$7500: PEP leads

Note: Plan has been shared with Dr. Horton and he is aligned with overall process

Proposed approach will require creation of PEP Capital Projects Review Team

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• Review PTA capital projects requests
• Determine similar needs across district
• Group similar projects together and generate general fundraising theme
• Prioritize projects, including determining if any projects need to be deferred to future years
• Propose initial fundraising recommendations

• Members of broader PEP Committee
• Diverse school and community perspectives
• Rep from D65 Business Office / Building & Grounds
• Principal rep
• Educator / staff rep

• Recruited and voted on as part of annual PEP nominating process
• Serve a minimum of two years
• New members staggered to ensure continuity

Purpose

Composition

Selection, service period

Next steps

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Gain clarity on outstanding questions:

• Does this plan require any changes to board policy?
• Need to create baseline audit of capital needs across schools?
• What is the right fundraising structure – e.g. role of individual schools, role of PEP Fundraising committee, etc?

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• Plan for implementation
• Create capital projects request form and timelines
• Create / refine list of permissible PTA capital projects
• Develop position description for capital projects review team
• Develop a capital projects equity rubric (leveraging REIA tool

FAQs

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Do the schools who already raised prior to One Fund, get to keep their capital project funds?

• In principle, want to align with philosophy of One Fund (equity, systems change)
• This will be determined on a case-by-case basis depending on monies raised, project plans in place, discussions with D65, how fundraising was "positioned" for use of funds, etc

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• How will "need" be determined?
• Need will be determined by need of building, not school population, as determined by D65 Building and Grounds Committee
• In addition, Capital Projects review team will use equity impact assessment tool

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Q&A

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