Collaborative Solutions to School Facility Planning/media/Files/Event Materials/BBB/2014_handouts/Collaborative_Solutions...Collaborative Solutions to the Fundamental Elements of School

Collaborative Solutions to the Fundamental Elements of School Facility Planning

Jan 10, 2014

Presenters

• Bob Collins PMP CCM Project Manager Owners Rep - Hill Intl.

• Bob Lawrence Communications Consultant

• Kamren Farr Account Executive - Thoughtstream

• Richard Higgins Architect - BLRB Architects

• Sean Spellecy Security Consultant – New Dawn Security

2

2

3

Collaborative Solutions to the Fundamental Elements of School Facility Planning

3

Bob Lawrence

Communications Consultant

“Long Range Facility Planning”

What is a Long Range Facility Plan and its importance

Specific issues to be considered in a LRFP including ORS 195.110 requirements

Stakeholders, educational representation and community involvement

4

Long Range Facility Planning Community , Security, Technology, District & Educational Challenges

4

Long Range Facility Planning

Why are we offering this presentation on Long Range Facility Planning

• To illustrate why comprehensive planning is essential for all districts, it simply just makes good sense

• To demonstrate how a 10-25 year planning tool can:

• lead to the identification of facility needs

• assist in the planning for capital investments

• provide correlation of facilities' planning with educational/instructional planning

All of the above providing a direct link to the budget planning and shrinking dollars

5

5

What is the importance of a LRFP

Properly executed LRFP will:

• Yield more effective decisions

• Coordinates a program of total school and community planning

• Develops a system of educational program and facilities priorities as an integral part of the educational process

• Encourage a program of continuous comprehensive planning and financing of school facilities

6

6

What is a LRFP?

• A Long Range Facility Plan can be very basic or comprehensive, depending on the size and needs of the district

• A Long Range Facility Plan is a compilation of the most current information, policies, statistical data and projection estimates that allow the District to formulate recommendations and set priorities

7

7

The LRFP is developed to:

• To provide a continuous basis for planning educational facilities that will meet the changing needs of a community

• Identify alternatives in allocation facility resources to achieve the Districts goals and objectives during changing times

8

What is a LRFP?

8

What is the importance of a LRFP?

Q. Why should a school district develop and maintain a long-range facilities plan?

Q. Do schools and classroom spaces enhance or detract from the learning process?

The research is clear that there is a strong correlation between adequate facilities and student learning

9

9


• If facilities do affect the learning process and school administrators are encountering issues financing necessary facility upgrades and Capital Improvements, prudent LRFP planning will assist in spending school funds as wisely as possible

• Educators are increasingly realizing the positive influence of changing the environment within a school when considering how to enhance the quality of teaching and learning

10

10


• School facilities approach the importance that the teacher has in a student’s learning experience since space has the power to:

Provide changes, promote choices and activities

Offer potential for sparking different types of social, cognitive, and affective learning

Mirror the ideas, values, attitudes, and cultures of the people within it

Organize and promote pleasant relationships between people of different age

11

11

“The research is conclusive: school facilities have a measurable

impact on the achievement of our children….While factors such

as teachers and parental involvement have an indisputable

impact on student achievement; school facilities—the places

where our children spend the majority of their waking hours—

can significantly weaken or bolster whatever human inputs our

students receive. “ – CISF School Facilities and Student Achievement

Issues Brief

12

Oregon LRFP excerpt

12


• The design of teaching and learning spaces must be carefully planned to support their educational objectives as well as to provide safe, clean and technologically up-to-date facilities

• The planning process begins with a definition of educational goals and development of educational priorities with belief statements (values and priorities) that are aligned with desired outcomes

13

13



• Provides factual information about a community

• Estimate pupil population

• Offers an objective appraisal of the quality and capacity of existing school facilities

• Provides consensus on instructional philosophy

14

14



• Yield more effective decisions

• Coordinates a program of total school and community planning

• Develops a system of educational program and facilities priorities as an integral part of the educational process

• Encourage a program of continuous comprehensive planning and financing of school facilities

15

15

What a LRFP is not

• Portable City Master Plan

• Facility Planning Committee to Develop Bond Package

• Short & Long Term Maintenance Schedules

• List of Needs from Staff

• Wish List from Staff / Community

• Board and/or Community Enthusiasm to Build

• A Document Developed in Isolation of Relevant Partners

and/or Related Subjects/Topics

16

16

17

Community

Who benefits from a Long Range Facility Plan?

17

18

Educators


18

19

Collaborative Partnerships


19

20

Taxpayers


20

21

STUDENTS – Our children


21

22

Everyone


22

Responsible Facility Assessments

Student Enrollment Projections

Housing Data

Instructional Philosophy Reciprocal Nature of Instruction/

Construction

Cornerstones of LRFP

Community Priorities/Values

23

23

ORS 195.110

• Created by SB 908 (1993), amended by HB 3045 (2001) and SB

336 (2007)

• Local governments must incorporate school facility plans into

Comprehensive Plans

• Intended to promote coordination between school districts

and local land use planning agencies in facility decision-making

• Address at least a 10-year planning horizon

24 http://www.oregonlaws.org/ors/195.110

24

ORS 195.110

• ORS 195.110 requires Districts over 2,500 students to include a school facility plan as part of its comprehensive plan.

• Districts meet with a city/county to do the planning required.

• Plan includes:

Demographics

School Siting

Facilities Improvement and financial plans.

Analysis of alternatives to new school construction and renovation

10-year capital improvement plan

25

25

Our Model to LRFP

A Bridge to Improved School Facilities

• Strategic process

• Continuum whereby anyone can insert their district depending on what they have done to date

• Provides a map for those starting at the beginning

• Provides an entry point for those who have completed some components

26

26

LRFP strategic process

27

27

LRFP Model

The basic elements of our LRFP Model:

• Ensure understanding of difference between Maintenance schedules, Bond planning and Long Range Facility Planning

• Allows/requires participation of key players in the District and community

• Develop atmosphere of understanding of many viewpoints and values within the committee and the community

• Encourages parent and student engagement and working in conjunction with community partners

• Connects Educational program needs & Facility Improvement Plans

28

28

LRFP Model

Sample Components We Incorporate

• Transparency

• Multiple Forms of Communication and Feedback *

• Board Parameters and Charge to the Committee

• Belief Statements

• Teaching and Learning Driven

29

29

LRFP Model

• Data Collection

• Estimates and Projections

• Partnerships

• Stakeholder Participation *

• Research and Best Practices *

• District Policies and Procedures

• State Rules and Requirements

• Consensus Building Activities *

• Evaluation of the Process 30

30

LRFP Outcomes

Expected Result of LRFP Model

• Development of a plan that meets District & Community values and requirements looking at least 10 years out which would include:

School Profiles

Developing White Papers on client interest and needs

Facilities & Systems Analysis *

Cost Estimates and Comparisons

Enrollment Projections

Housing Projections

31

31

• Property Inventory and Growth Opportunities

• Consensus Charts

• Grade Configuration Recommendations

• Consolidation and Closure Recommendations

• New vs. Remodel Comparisons

• Funding Mechanism’s

• Summary report

32

LRFP Outcomes

32

33

Building Consensus

Building Consensus

• Situation Scenarios (Pros/Cons) • Individual Building Plan/Scope • Mapping Multi-year Plan

• Developing A Unified Voice • Take Group Positions • Responding with Conviction

We Want. . . Posing Strategic Questions Asking the Hard Questions Responding to This or That

Positional Statements

Our Students Deserve . . . Sharing

Feedback Consensus Building

Prioritizing Rating

Sharing Points of View Collecting Opinions Posting Statements Develop Group Cohesiveness

Data Requirements Reports Estimates Projections Works within Parameters & Guidelines

Laws Assessments Updates Discussion

Community Voice: Affirmations Belief Statements Non-Negotiable

Individual/Group Voice:

Individual Voice:

33

Where do you begin?

Assess where you are currently by:

• Collecting prior District information, studies and reports

• Determine who on your staff can assist

• Establish District vision through dialogue with the Board

• Determine extent of assistance needed

(volunteers, consultants, local agencies)

• Develop your plan to proceed

34

34

How to start a LRFP process

35

36

Elements of a LRFP

Community Value

Demographic Data

Educational Program

ORS 195.110

Board Resolutions

Property Acquisitions

Shared Spaces

Building Green

Best Information At the Time


School Size

Student Outcomes

City County Governments

School Profiles

Grade Configuration

School Capacity

District Standards

Urban Growth

Area

Transparent

Vision Statement

Mapping

Building Assessments

Sustainability

36

Community Value

Demographic Data

Educational Program

ORS 195.110

Board Resolutions

Property Acquisitions

Shared Spaces

Building Green

Best Information At the Time


School Size

Student Outcomes

City County Governments

School Profiles

Grade Configuration

School Capacity

District Standards

Urban Growth

Area

37 Transparent

Partnerships

Sustainability

Mapping

Building Assessments

Vision Statement

37

Completed LRFP

Copyright Fulcrum Management Solutions Ltd. 2013 THOUGHTstream,Thoughtstream are Trade Marks of Fulcrum Management Solutions Ltd.

Insight and Ownership

OSBA - 2013

39

Conversations

Jelly Beans and

also known as

40






Whose experience

do these pictures describe?


How do you uncover

insights from “crowds”?

47 4

Vs.

Crowd Thinking

48

Aggregation

3 Wise Crowd Principles:

Independence

Diversity

5

What steps might we take, as a District, Region or State,

to ensure our students have multiple pathways to

prosperity as adults?

50

6


How do you create

shared ownership with “crowds”?

Fulcrum Confidential

53

Creating Shared Ownership

Vs.


54

3 Interest-Based Conversation Principles

Move from positions to interests

Be genuinely curious

Look for win-win solutions




57

• Be genuinely open to informing your decision

• Provide an opportunity for broad participation

• Participants learn:

- good background information

- consider diverse perspectives

- avoid group think

• Show that you learned

4 Interest-Based

“Crowd” Conversation Principles


58

Parents and community members

care about .........?

One more thing:


59

kids.


60

The Superintendent and Board Want to Hear From You!

What are some things the District and Board can do continue to improve learning outcomes for our diverse youth with unique needs to better prepare them for life as 21st Century Digital Citizens?

Vs.....

Join the Conversation about Our School!

1 - What are some things you think we can do to continue to improve our school?

2 - What are some key things you appreciate and think are

working well in our school?

The question of questions...


61

Facilities Improvements: Options Consultation

Please complete this 50 question multiple choice survey about the

Board’s facility needs!

Vs.

Here are 2 potential options to enhance our schools: _________

1 - What are some key challenges with option #1?

2 - What are some key benefits of option #1

3 - What are some key challenges with option #2?

4 - What are some key benefits of option #2

The question of questions...


62

If you ask the right questions

in the right way...

you won’t be worse off

because you engaged

more of your stakeholders.

63

Questions?

THE VALUE OF EMBEDDING A

SCHOOL SECURITY AND SAFETY

METHODOLOGY

65

Typical 26 Safe School Standard

Scores

0

1

2

3

4

5

Prevention Policies &Procedures

School Operations

Private School-OR

Private School-WA

Public School District-OR

Public School District-WA

Average Overall

1.6

66

Excellence is Safe School Operations

(ESSO)

School

Safety Local Law

Enforcement

School

Principal

And Staff

Crisis

Response

Experts

Mental

Health

Experts

IT Security

Experts

School

Security

Experts

Law

Enforcement

Experts

67

Key Benefits

Risk of tragedy is

decreased

Proactive Stance

Operational

budget decreased

Community and

parental support

increased

68

Sean Spellecy

(888) 342-1997

(503) 388-6103

[email protected]

www.newdawnsecurity.com

Contact

69

TOP 5 LONG RANGE FACILITY PLANNING TIPS

COMMUNITY

ENGAGEMENT Conduct a Community

Based Process that

engages the broad

interests of the

community.

As a result, the process

will directly reflect the

values and priorities of

the community.


TIMING IS

EVERTHING

Take the time to

engage the

community; but not so

much everyone is tired

of hearing about it.

Establish a schedule of

dates and times for the

workshop /meetings

and keep to it.


BUDGETING IS

SERIOUS BUSINESS Pre-bond budgets can

be perceived as too

expensive; bond

approved budgets can

be perceived as not

doing enough.

“Right-sized”

budgeting is a delicate

balance of addressing

the needs without the

cost being too much

for the community.

New student drop-off area


CREATE

RESPONSIVE

CONCEPT

DRAWINGS Create illustrations that

reflect the

community’s goals

aspiration and vision.

By listening carefully

and asking the right

questions, drawings

will create the right

vision that the

community

understands and

supports.


PUT KIDS FIRST

Focus on what’s

going to help your

community’s kids

learn.

The entire community

knows that your kids

are one of your

greatest assets.

Documents

Collaborative Solutions to School Facility Planning/media/Files/Event Materials/BBB/2014_handouts/Collaborative_Solutions...Collaborative Solutions to the Fundamental Elements of School