The District contracted with On-Site Insight to perform a capital needs assessment of all District facilities. They performed their onsite inspections in December, 2013. The result of their work is five documents that detail each building (GBS, WCS, WMS, WHS, and the SAU), its major systems, envelope, and paving systems.

The finished documents are prepared to provide order of magnitude cost information for a long range replacement plan. Items are not logically grouped to even out expenditures, coordinate common purchases, or to align with other District initiatives.

In short, there is roughly $16 million worth of capital projects outlined for the next 20 fiscal years. On average, projects of between $750,000 and $800,000 will need to be performed each year to keep pace with the proposed plan. Together, paving and roof systems make up 45% of the recommended projects. 

After receiving the reports from On-Site, significant work had to be done in order to transform the documents into a usable report that can be used for budgeting and planning. First, all of the data was put into a spreadsheet by school. Next, summary tables were created that rolled up data into logical units for analysis purposes. Then, annual maintenance items were removed and added to a separate list of annual maintenance tasks. Items that were listed in the report to be completed over a range of years were consolidated and highlighted so that they could be moved around to even out expenses. Major projects were identified and highlighted for clarity. Finally, a spending plan was prepared that moved projects around (within recommended limits) to even out expenses, to manage cash flow, and to coordinate projects at specific buildings.

Financing this plan will require a funding commitment of roughly $700,000 per year effective immediately.  After completing the analysis, I put together a plan on a cash basis that assumes annual commitments of $675,000 a year starting next fiscal year increasing by 1.5% each year. 

All of the documents, including a detailed memo from the Director of Business, Finance, and Operations, are listed below.