Business Operations

Superintendent’s Sub-Committee 2022-2023

September 14, 2022

Today’s agenda

• Welcome and agenda review
• Introductions of committee members
• Our goals and priorities
• Purpose of the committee
• Key committee tasks for 2022-23
• Task #1: Review/provide input on the high-priority facility project list and funding plan
• Facilities program overview
• Facilities funding overview
• Facilities funding details
• Review high-priority project list

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Introductions and warm up question

Share with the group:

• Your name
• Pronouns and any other identifiers (optional)
• Role and connection to SHUSD
• Why are you here?

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Vision and Mission of SHUSD

Our Vision

Our vision is to provide an engaging and dynamic learning environment that inspires a passion for learning and prepares every student to adapt and thrive as a responsible citizen in a rapidly changing world.

Our Mission

SHUSD provides academic rigor within safe and supportive learning environment where students can explore their creativity, collaboratively problem solve, and fully develop as resilient, caring, and responsible individuals, learners, and citizens.

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Purpose of the Business Operations Committee

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The purpose of the Business Operations Committee is to share information, receive input, and make recommendations to the SHUSD Board of Trustees about the district’s business operations (budget/finance, facilities, and other non-instructional functions)

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Related LCAP Goals and Priorities

1. Increase Achievement for ALL students
2. Embrace Racial Diversity, Equity, and Inclusion
3. Expand Student, Parent, and Community Engagement
4. Support Physical and Social-Emotional Well-Being for the Entire School Community
5. Maintain Sound Fiscal Practices

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Key Committee Tasks, 2022-23

Review/provide input on…

1. High priority facility project list and funding plan
2. Updated facility use procedures
3. Updated facility use fees
4. Energy conservation projects
5. 2023-24 SHUSD Budget Assumptions
6. Measure B/C Bond Program expenditures and prepare annual report
7. Other tasks as needed

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Facility Program Overview

• The $60 million Measure B/C Bond Program funded several large scale facility projects as well as some deferred maintenance work

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Facility Program Overview

•The Board of Trustees has prioritized ensuring that all district buildings are kept in good repair (“warm, safe and dry”)

•The Board of Trustees commissioned detailed site assessments for all district buildings in 2016

•Staff has identified several remaining large high-priority projects, some of which have been reviewed with the Business Operations Committee and the Board in recent years

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Sample - Site Assessments

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Facility Funding Overview

Available funding sources for facilities projects:

• District funds, budgeted allocation(s)
• District funds, reserves
• Remaining Measure B/C Bond funds
• State facility hardship and modernization funding
• Other federal/state/local grants

Funding approach:

• Identify highest-priority projects
• Identify scopes/budgets
• Identify best funding sources, utilizing grants, etc. before using district reserves
• Time approval, funding and implementation strategically to implement all high-priority projects

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Facility Funding - Details

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Excerpt from Facilities Presentation, August 18, 2022 Board meeting

Facility Funding Details, continued…

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Excerpt from Facilities Presentation, August 18, 2022 Board meeting

Facility Funding Details, continued…

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Excerpt from Facilities Presentation, August 18, 2022 Board meeting

Modernization Funding

• Districts establish eligibility in the School Facility Program (SFP) for Modernization funding based on age of buildings and number of pupils
• Funding eligibility is site specific and it can be used on a variety of improvement or replacement projects
• We are eligible to submit for reimbursement for projects on or after August 11, 2024. Based on current grant amounts, our funding eligibility is:
• SHPS/SHHS: $4,075,006 in State funding (requires $2,716,670 local match)
• RLS: $2,446,815 in State funding (requires $1,631,210 local match)
• SHHS: $4,593,870 in State funding (requires $3,062,580 local match)
• The district can apply for funding for previously completed projects to receive reimbursement for the State’s portion, as long as all requirements were followed
• Once an application is submitted it must be processed by OPSC, which can typically take a few years before the funding is released
• Applications for the RLS Track/Field Replacement Project and the SHHS Roof Replacement Project, for example, can be submitted in August, 2024. If/when funded, proceeds can be used towards other projects

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High Priority Project List

• Staff has developed and ranked a list of large facilities projects in priority order, with possible funding sources

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• The Board of Trustees reviewed the list during the August 18, 2022 Board meeting
• The RLS Track and Field and SHHS Roof Repair Projects have already been Board approved; no further Committee input needed (input provided in 2021-22)

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• A few changes were made to the list since Board review (shaded in darker highlights):
• The VH/SHHS HVAC Replacement project was moved up in priority
• The SHES Roof Repair, Phase II and HVAC Replacement projects were moved up in priority
• The SHES Basement and Water Line Projects were moved down in priority

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• Each year references possible energy conservation projects; we will be working with a consultant to determine if some projects can include a conservation element, e.g. adding solar to new roofing, and/or additional stand-alone projects like battery storage, LED lighting, etc.
• Each year also referencing some interior painting/flooring - staff identifies a few areas most in need

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Committee Task (approximately 30 minutes):

1. Review and discuss the project list in pairs or triads (10-15 minutes)

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2. Provide feedback to the group (10-15 minutes)

• Do you agree with the priority ranking shown?
1. If not, why? Other suggestions/ideas?
• Other ideas/thoughts/concerns/questions about the list of projects?

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Next Steps:

1. Staff will review/consider feedback and modify the project list as appropriate
2. Revised project list and committee feedback will be shared with the Board
3. Staff will work with the District’s consultants (Greystone West, MidValley IT, energy consultant {TBD} ) to develop scopes/budgets for the projects to be completed within the next year, e.g. by the end of summer, 2023
4. Scopes/budgets/funding plans will go to the Board for approval
5. Bid process, contract award, and project implementation to follow
6. Ongoing review and updating of list/available funding

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Next Meeting: Wednesday, November 9, 2022, 4:00 p.m. - 5:00 p.m.

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