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
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Collaborative Solutions to the Fundamental Elements of School Facility Planning
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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
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Long Range Facility Planning Community , Security, Technology, District & Educational Challenges
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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
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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
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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
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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
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What is a LRFP?
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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
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What is the importance of a LRFP?
• 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
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What is the importance of a LRFP?
• 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
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“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
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Oregon LRFP excerpt
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What is the importance of a LRFP
• 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
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What is the importance of a LRFP
Properly executed LRFP will:
• 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
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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
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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
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Community
Who benefits from a Long Range Facility Plan?
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Educators
Who benefits from a Long Range Facility Plan?
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Collaborative Partnerships
Who benefits from a Long Range Facility Plan?
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Taxpayers
Who benefits from a Long Range Facility Plan?
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STUDENTS – Our children
Who benefits from a Long Range Facility Plan?
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Everyone
Who benefits from a Long Range Facility Plan?
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Responsible Facility Assessments
Student Enrollment Projections
Housing Data
Instructional Philosophy Reciprocal Nature of Instruction/
Construction
Cornerstones of LRFP
Community Priorities/Values
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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
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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
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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
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LRFP strategic process
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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
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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
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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
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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
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• Property Inventory and Growth Opportunities
• Consensus Charts
• Grade Configuration Recommendations
• Consolidation and Closure Recommendations
• New vs. Remodel Comparisons
• Funding Mechanism’s
• Summary report
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LRFP Outcomes
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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:
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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
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How to start a LRFP process
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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
Enrollment Projections
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
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Community Value
Demographic Data
Educational Program
ORS 195.110
Board Resolutions
Property Acquisitions
Shared Spaces
Building Green
Best Information At the Time
Enrollment Projections
School Size
Student Outcomes
City County Governments
School Profiles
Grade Configuration
School Capacity
District Standards
Urban Growth
Area
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Partnerships
Sustainability
Mapping
Building Assessments
Vision Statement
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Completed LRFP
Copyright Fulcrum Management Solutions Ltd. 2013 THOUGHTstream,Thoughtstream are Trade Marks of Fulcrum Management Solutions Ltd.
Insight and Ownership
OSBA - 2013
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Conversations
Jelly Beans and
also known as
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Copyright Fulcrum Management Solutions Ltd. 2013 THOUGHTstream,Thoughtstream are Trade Marks of Fulcrum Management Solutions Ltd.
Copyright Fulcrum Management Solutions Ltd. 2013 THOUGHTstream,Thoughtstream are Trade Marks of Fulcrum Management Solutions Ltd.
Copyright Fulcrum Management Solutions Ltd. 2013 THOUGHTstream,Thoughtstream are Trade Marks of Fulcrum Management Solutions Ltd.
Copyright Fulcrum Management Solutions Ltd. 2013 THOUGHTstream,Thoughtstream are Trade Marks of Fulcrum Management Solutions Ltd.
Copyright Fulcrum Management Solutions Ltd. 2013 THOUGHTstream,Thoughtstream are Trade Marks of Fulcrum Management Solutions Ltd.
Whose experience
do these pictures describe?
Copyright Fulcrum Management Solutions Ltd. 2013 THOUGHTstream,Thoughtstream are Trade Marks of Fulcrum Management Solutions Ltd.
How do you uncover
insights from “crowds”?
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Vs.
Crowd Thinking
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Aggregation
3 Wise Crowd Principles:
Independence
Diversity
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What steps might we take, as a District, Region or State,
to ensure our students have multiple pathways to
prosperity as adults?
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Copyright Fulcrum Management Solutions Ltd. 2013 THOUGHTstream,Thoughtstream are Trade Marks of Fulcrum Management Solutions Ltd.
How do you create
shared ownership with “crowds”?
Fulcrum Confidential
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Creating Shared Ownership
Vs.
Fulcrum Confidential
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3 Interest-Based Conversation Principles
Move from positions to interests
Be genuinely curious
Look for win-win solutions
Copyright Fulcrum Management Solutions Ltd. 2013 THOUGHTstream,Thoughtstream are Trade Marks of Fulcrum Management Solutions Ltd.
Copyright Fulcrum Management Solutions Ltd. 2013 THOUGHTstream,Thoughtstream are Trade Marks of Fulcrum Management Solutions Ltd.
Fulcrum Confidential
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• 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
Fulcrum Confidential
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Parents and community members
care about .........?
One more thing:
Fulcrum Confidential
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kids.
Fulcrum Confidential
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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...
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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...
Fulcrum Confidential
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If you ask the right questions
in the right way...
you won’t be worse off
because you engaged
more of your stakeholders.
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Questions?
THE VALUE OF EMBEDDING A
SCHOOL SECURITY AND SAFETY
METHODOLOGY
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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
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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
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Key Benefits
Risk of tragedy is
decreased
Proactive Stance
Operational
budget decreased
Community and
parental support
increased
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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.
TOP 5 LONG RANGE FACILITY PLANNING TIPS
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.
TOP 5 LONG RANGE FACILITY PLANNING TIPS
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
TOP 5 LONG RANGE FACILITY PLANNING TIPS
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.
TOP 5 LONG RANGE FACILITY PLANNING TIPS
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.