1. The Pit Crew: Strengthening the M&O and Facilities Parthership APRIL 3-6, 2013, LONG BEACH, CA

2. INTRODUCTIONS Alice Grundman Associate Eric Hall & Associates Dave Stevenson Director of Facilities Planning & Operations Yucaipa Calimesa Jt. Unified School District Darryl Taylor Director of Facilities Planning & Construction Colton Jt. Unified School District 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

3. State of the State State budget in crisis Cuts are becoming the normal mode Districts face severe operational cuts Deferred maintenance is getting further deferred 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

4. Less allocation to on-going Maintenance Program Must have flexibility in routine maintenance program Bond rich general fund poor Teaming with Facilities Maximize district resources 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

5. Three Perspectives Program Management & Facilities Benefits of Combining M&O and Facilities Survival Strategies 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

6. Facilities M&O and Program Management Program Management Recommendations Support the District’s program vision Understand the District’s needs Understand the PM role is temporary Must collaborate Staffing should be appropriately sized 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

7. View M&Os History as a Resource PM should consult with M&O M&O staff can be a valuable resource Use of M&O expertise to help focus on the capital improvement program M&O lives with the buildings 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

8. Don’t incorporate elements that are difficult PM should use knowledge acquired from M&O to mitigate gaps Long on ideas – short on money Big fancy vs. smaller scale projects 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

9. Potential challenges in program expectations PM staffing adjustments Phasing down - Program Management assistance as funds are exhausted 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

10. Benefits of Combining M&O and Facilities Better communication as department has unified mission under single leadership Strategic partnering between departments Creates a more positive working relationship Greater efficiency to district 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

11. Budget implications can be positive Standardization of products Substitution request simplified M&O has opportunity to voice concerns 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

12. Implement Five Year Deferred Maintenance Plan sooner Use SFP funding Effective use of labor team from M&O Helps create more efficient/sustainable products 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

13. Work together to find and maximize incentives offered by utilities Savings By Design (SCE incentives) Use of utility company representatives Use what is available before losing it 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

14. Improve district’s facilities design manual Establish standards that minimize on- going repairs and replacement Improve energy efficiency and environmental criteria 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

15. Review draft drawings and specifications Teaming with Facilities improves new construction and modernization projects M&O knowledge of existing facilities can save time and money Placement of interim housing 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

16. Input during project planning meetings Participation during construction Keep abreast of key RFI’s and submittals Keep up to date on design changes 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

17. Ensures receipt of O & M manuals Ensures receipt of extra materials Schedule 11 month warranty walk through 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

18. Bond rich – general fund poor Partnering Facilities & M&O Understand needs of facilities district wide (walk all sites together) 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO Survival and Partnering Strategies

19. Review Five Year Deferred Maintenance Plan with M&O Make sure projects are included in the Facilities Master Plan Add coordination requirements in your RFPs for design professionals M&O attends construction meetings 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

20. Provide M&O overview of Bond Measure goals and objectives Maintain M&O key staff on master plan committee Maintain M&O key staff as part of the project planning, design, and constructability review process 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

21. Attend M&O staff meetings regularly Provide M&O project updates Provide M&O schedule for training on new systems and equipment Review warrant work order system 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

22. Coordinate project close-out Coordinate storage of as-built drawings and extra materials Maximize state funding opportunities (grants and incentives) Involve M&O in the community outreach process 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

23. Keep your Bond Oversight Committees up to date on projects Be consistent on project information Involve M&O staff in the community outreach process Demonstrate that team approch 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO Keep District Board Informed and up to date on projects

24. Demonstrate commitment to maximizing district resources Many employees live and work in the community Share and demonstrate commitment to promoting the curriculum Share and demonstrate commitment to a safe and healthy environment 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO Demonstrate Commitment

25. QUESTIONS? 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO