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Effectively Effectively Reporting Reporting
To The BoardTo The BoardNovember 2011Roger [email protected]
Purpose … Purpose …
Increase Reporting Skills
Demonstrate the Importance of Data
Show how to Present Data
Importance of Reporting …Importance of Reporting …
Expectation
Accountability
Introduce New Initiatives
Report on “State of the State”
Stimulus Funds (ARRA)
Challenges …Challenges …
Organizing the ReportMind Map, Storyboard Main Topics
Summarizing DataBullet Points, Tables, Graphs, Use Images
Presentation SkillsTell the Story, Use PPT, Be Creative, Be Complimentary
PracticeDepartment, Look for Opportunities, Writing Skills
Prep YourselfPrep Yourself
Project or ReportSupporting Data
What do you need?How do you acquire the data?
Know Your AudienceDefend Your Position
(Cost Justification)
PresentingPresenting
• Delivery – practice having a conversation
• It is not about being perfect, it's about being personable
• Open with your conclusions - Don't make people wait to find out why you are there
• Report on the message, not the details• Be positive and upbeat• Be brief – take an 8-word sentence and
make it 5 words
PresentingPresenting
• List your specific suggestions, focus on the bottom line, and stay on target - wandering generalities will lose interest
• Do not read your slides - it is for support, but not to be a crutch
• Look everyone in the eye to be more convincing and credible
• Avoid:Umms, Uhhs and Ahhs “and stuff”“Like I said” Too many “So’s”
Know Your AudienceKnow Your Audience
0102030405060708090
1stQtr
2ndQtr
3rdQtr
4thQtr
EastWestNorth
What is important?•Content•Data•Language & Terminology
Today … Summarizing DataToday … Summarizing Data
Energy ManagementMaintenance ProgramCapital PlanningFacility UseStimulus FundsAnnual Report
Energy Management …Energy Management …
ConsumptionConservationAccomplishmentsData:
Plant & Facilities DepartmentFY2008 – FY2010 Energy Budget Comparison
FY2008 FY2009 FY2009 VarianceActual Budget Estimate FY2010 2008 to 2010
Plant and Facilities $335,179 $307,000 $302,644 $272,000 -18.849%
DCS $2,887 $5,000 $3,706 $4,000 38.552%
Water $1,139,107 $1,150,000 $1,059,728 $1,160,000 1.834%
Street lights $285,900 $330,000 $275,048 $330,000 15.425%
Sewer $99,274 $108,000 $98,811 $106,000 6.775%
Highway $84,947 $85,000 $67,906 $90,000 5.948%
Police $359,840 $345,000 $336,088 $329,100 -8.543%
Fire $70,542 $64,800 $65,042 $66,700 -5.446%
Library $133,332 $140,000 $130,152 $121,500 -8.874%
Youth $5,922 $5,500 $5,732 $5,500 -7.126%
TM $1,118 $1,000 $1,034 $1,000 -10.555%
COA $4,349 $4,200 $3,896 $4,200 -3.426%
Town Totals $2,522,397 $2,545,500 $2,349,787 $2,490,000 -1.284%
School Totals $1,701,809 $1,687,999 $1,498,652 $1,532,837 -9.929%
Town and School Totals $4,224,206 $4,233,499 $3,848,439 $4,022,837 -4.767%
DOER Grant – Audits 17 Town & School Bldgs.New Lighting – AHS & Town Offices $92K +$11KMemorial Hall Library Lighting – Pending $20KCO2 Sensors – Installed Multiple LocationsOver 370K S.F. Roofing White PVC & +InsulationTown & School Buildings Converted to GasNew Windows Library & West Middle SchoolThermo infrared Camera – Building EnvelopeMini Trade Vans to Replace Old Full Size Vans
Plant & Facilities Department Energy Initiatives
Plant & Facilities Department Electricity Usage per Sq Foot (kwh)
SCHOOLS
2005 2006 2008 2005-2008
West Elem 5.93 5.965 5.27 -11.130%
Sanborn 5.069 4.889 4.495 -11.324%
West Middle 3.953 4.06 3.69 -6.653%
Shawsheen 3.774 3.304 3.279 -13.116%
Bancroft 7.758 7.653 6.00 -22.660%
Doherty 5.027 5.091 4.698 -6.545%
South 5.96 5.781 4.999 -16.124%
HP/WH 7.116 6.528 6.038 -15.149%
Andover High 7.067 6.662 6.429 -9.028%
Plant & Facilities DepartmentEnergy Award
Town of AndoverEnergy Efficiency Municipal
Leader Recognition Award 2009
Northeast Energy Efficiency Partnerships
Energy Services 2007/2008Energy Services 2007/2008
Energy Services Mission:
“To conserve today’s utilities for tomorrow’s educational opportunities.”
Rick Steagall
Manager of Energy Services
January 22, 2009
Electric, $2,637,015
Gas, $1,057,124
Water, $339,510
LEE’S SUMMIT R-VII SCHOOL DISTRICTLEE’S SUMMIT R-VII SCHOOL DISTRICT Utility Costs FY 07-08Utility Costs FY 07-08
Utility FY 07-08 FY 06-07Electric 2,637,015$ 2,251,584$ Gas 1,057,124$ 930,984$ Water 339,510$ 321,711$
Totals 4,033,649$ 3,504,279$
64%
11%
25%
LEE’S SUMMIT R-VII SCHOOL DISTRICTLEE’S SUMMIT R-VII SCHOOL DISTRICT
District Utility Usage – Electricity
-
5,000,000
10,000,000
15,000,000
20,000,000
25,000,000
30,000,000
35,000,000
FY04 FY05 FY06 FY07 FY08
34,689,251
30,653,69830,879,65430,824,482
25,722,116
Note: Usage measured in killowatt-hours (kWh)
2002-2008 – 31.66% increase in electrical rate.
Performance Contract: 2007-08 $828,940"Guaranteed/Actual" 2006-07 $804,796
$2,274,444 - Total 2005-06 $192,0712004-05 $448,637
LEE’S SUMMIT R-VII SCHOOL DISTRICTLEE’S SUMMIT R-VII SCHOOL DISTRICT Energy ServicesEnergy Services
UTILITY SAVINGS6-Year Actual Savings: 2007-08 $323,363
"Operation / Utility" 2006-07 $181,796$1,348,449 - Total 2005-06 $174,239
2004-05 $211,9672003-04 $285,2362002-03 $171,848
Approximate savings: Approximate savings: $3,622,893$3,622,893
(Lighting upgrade, equipment replacement, deduct meters)
(Billing error corrections, rate analysis, meter adjustments, etc.)
LEE’S SUMMIT R-VII SCHOOL DISTRICT LEE’S SUMMIT R-VII SCHOOL DISTRICT Energy Services CommunicationEnergy Services Communication
LEE’S SUMMIT R-VII SCHOOL DISTRICT LEE’S SUMMIT R-VII SCHOOL DISTRICT Energy Services CommunicationEnergy Services Communication
Dr. Tom Kurucz Associate Superintendent
Management Services
Rick Steagall Manager Energy Services Energy Services .75 FTE/ Construction & Design
Project Manager .25 FTE
2008 Bond Issue
ACI/F&H All-Day Kindergarten HVAC Services
Aquila Electric
Missouri Gas
Energy
Lee’s Summit
Water
Missouri Department
Natural Resources
ENERGY MANAGEMENT 390
Sarah Hunziker Secretary
.50 FTE Energy .50 FTE C&D
Performance Contract
Siemens & J.E. Dunn
Seminal
Natural Gas
Capital Projects Team Business Services
Construction & Design Teams Siemens/Dunn P.C.
Management Services Operations
Energy Management Team
Thank YouThank You•Our regards to the Principals, Activity Directors, Building Managers, and HVAC staff for their cooperation with energy conservation projects.
•Our thanks to Jay Helland, Kyle Gorrell, Mark White, and other District staff for their help with the planning and scheduling of projects.
•Our thanks to Sarah Hunziker and Paula Aldridge for their assistance with this presentation.
Maintenance ProgramMaintenance Program
Number of Work OrdersBacklogStatus of BudgetEmergency Work OrdersDays to Complete Work OrdersPM HoursQuality Assurance
Examples …Examples …
Examples …Examples …
Capital Planning …Capital Planning …
Demonstrate Planning
Identify Projects
Provide Data
Show Pictures
Plant & Facilities Department
FY 2010 CAPITAL BUDGET
DOING MORE WITH LESS
Plant & Facilities DepartmentGeneral Fund Borrowing
P&F-7 (P-20)Major School Projects
$360,000
Boiler Replacement at $160,000 West Middle School
High School Drainage Issue$100,000
Energy Conservation Schools$100,000
Plant & Facilities Department High School Drainage Corrective Plan
Elementary School Cost Summary
School Area in S.F. 2003 2004 2005 2006 2007 2008 Total Cost/S.F.
Bancroft 64,000 $69,692.31 $71,382.69 $99,688.01 $74,831.13 $68,792.99 $120,522.82 $504,909.95 $7.89
High Plain 79200 $12,814.10 $22,035.73 $31,145.33 $18,249.77 $32,992.21 $28,083.13 $145,320.27 $1.83
Sanborn* 51,560 $49,757.26 $30,686.85 $55,091.33 $31,232.65 $40,024.13 $21,697.38 $228,489.60 $4.43
Shawsheen** 39,900 $36,371.40 $38,842.20 $67,016.39 $55,991.27 $77,835.89 $63,447.78 $339,504.93 $8.51
South 65,800 $29,902.88 $32,752.09 $33,016.93 $34,539.33 $42,641.14 $43,543.48 $216,395.85 $3.29
West 94,000 $96,454.94 $63,711.57 $94,503.56 $53,276.29 $125,795.70 $72,782.48 $506,524.54 $5.39
* Includes 2,300 S.F. in Sanborn Elementary Modulars
** Includes 1,400 S.F. in Shawsheen Elementary Modulars
Maintenance Costs
Elementary Schools Cost per Square Foot Summary
Facility Use …Facility Use …
Volume of Community Use
Cost to School District
Cost Recovery
YMCAVolleyball
Market day
College Funding Services
National Honor SocietyDane
County School
Consortium
Overeaters Anonymous
Facility Use Challenges Facility Use Challenges
DramaBoosters
MHS Secondary Parent Council
Brownies
McFarland Youth Football
Girl Scouts
Book Fair
DECA /SpartanHeadquarters
Cardinal Stritch
Sound Of MadisonChorus
Pickle Players
YMCA Basketball
Rec Volleyball
Boys Tri-County
K-5 PTO
Girls Tri-County
School related
Passing League
BabysittingClinic
Family Festival
DramaBoosters
VarsityBaseball
Cub Scouts
Community Athletics
CommunityBasketball
M.A.T.C. Lions Club
Soccer Assoc
Home Talent Baseball
District AthleticsCommunity
Varsity Football
HS Swimming
Varsity Soccer
JV Soccer
Capital Sound
VarsityBasketball
JC Baseball
JC football
District Tennis
District Track
Cross Country
After School Clubs
Plays
Fund Raisers
JVBasketball
Important to Know …Important to Know …
Personnel Impacts
Important to Know …Important to Know …
Impacts on Resources
Important to Know …Important to Know …
Usage and Cost Impacts of Community Events on Electricity
Electricity Usage
Total Events
Stimulus FundsStimulus Funds
New Program, Evolving
Data Elements to Maintain• Amount received• Amount budgeted and obligated for a project• List of projects
• Name of project• Description of project• Status and evaluation• Number of people working on the project• Costs
• Purpose• Use of funds
Surveys…Surveys…
Surveys…Surveys…
Annual ReportAnnual Report
Highlights
Important Messages
Challenges
Area of Responsibility
• Long Range Facilities Planning• Land Acquisition• Facility Planning and Design• Facility Construction and Renovation• Ongoing Facilities Maintenance and Operations• Property Management (ESC)• Energy Management
Notable Accomplishments2008/2009 – Design and Construction ► Completed over $188 million worth of new facility or renovation bond projects this past year
equating to approximately 1 million square feet or an addition of approximately 10% to the overall District facility square footage.
The major projects completed this year were:• Cardiff Junior High• WoodCreek Junior High• Bonnie Holland Elementary• Morton Ranch Elementary• Morton Ranch High School Ninth Grade Center• Mayde Creek Elementary – Addition and Renovations• Sundown Elementary – Addition and Renovations• Winborn Elementary – Renovations• Miller Career and Technology Center – Addition and Renovations• OAC/Raines/BTP – Addition and Renovations• Mayde Creek High School – New Natatorium• Taylor High School Baseball – Addition and Renovations• Katy High School Baseball, Weight Room, Concession – Additions and Renovations• East Transportation – Addition and Renovations
Challenges • The current volatile economy has led to uncertainty both short term and long term
associated with construction inflation rates, labor availability, financial stability of suppliers, etc.
• Uncertainty related to residential growth projections both short term and long term• In difficult economic times keeping pace with facility needs associated with a growing and
aging school district
Supporting DataSupporting Data
Where do we get it?
How do we use it?
Who will view it?
