Facility Masters Webcast Series: Effectively Presenting to Decision Makers

1. Facility Masters Webcast Series:Effectively Presenting to Decision Makers To dial into the webcast audio from your phone: (866) 740-1260 and enter 8168238# If the 1st line is full, dial(800) 732 5617

2. Structure of Today�s Seminar We will mute phones to prevent excessive noise

3. Roger Young, Roger Young & Associates Ed Hamer, Director of Facilities Services, The Madeira School, VA  David Kornegay, Community Editor-in-Chief, SchoolDude.com Today�s Speakers

4. Purpose � Increase Reporting Skills Demonstrate the Importance of Data Show how to Present Data

5. Importance of Reporting � Expectation Accountability Introduce New Initiatives Report on �State of the State� Stimulus Funds (ARRA)

6. Challenges � Organizing the Report Mind Map, Storyboard Main Topics Summarizing Data Bullet Points, Tables, Graphs, Use Images Presentation Skills Tell the Story, Use PPT, Be Creative, Be Complimentary Practice Department, Look for Opportunities, Writing Skills

7. Prep Yourself Project or Report Supporting Data What do you need? How do you acquire the data? Know Your Audience Defend Your Position (Cost Justification)

8. Presenting 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

9. Presenting 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�

10. Know Your Audience What is important? Content Data Language & Terminology

11. Today � Summarizing Data Lighting Retrofit Energy Management Maintenance Program Capital Planning Facility Use Stimulus Funds Annual Report

12. Parking Lot Lighting Retrofit � LED vs. Metal Halide Lamps Advantages: Energy efficient Less maintenance Less repair Better illumination No �Light� pollution

13. Data to Use� Total kWh kWh cost Metal Halide to LED Cost (unit price) Maintenance Costs Disposal Costs Operating Life

14. LED VS Metal Halide

15. Life Cycle Costing Analysis Total cost of ownership of the asset over its expected life Cost of both alternatives Total Wattage of both alternatives(include bulb and ballast) kWh cost Maintenance, Operational, and Service Costs Hours of operation Calculate annual costs and select the onewith the lower annual cost.

16. Life Cycle Costing

17. Energy Management � Consumption Conservation Accomplishments Data:

19. DOER Grant � Audits 17 Town & School Bldgs. New Lighting � AHS & Town Offices $92K +$11K Memorial Hall Library Lighting � Pending $20K CO2 Sensors � Installed Multiple Locations Over 370K S.F. Roofing White PVC & +Insulation Town & School Buildings Converted to Gas New Windows Library & West Middle School Thermo infrared Camera � Building Envelope Mini Trade Vans to Replace Old Full Size Vans  Plant & Facilities Department Energy Initiatives

20.  Plant & Facilities Department Electricity Usage per Sq Foot (kwh)

21. Plant & Facilities DepartmentEnergy Award

29. Maintenance Program Number of Work Orders Backlog Status of Budget Emergency Work Orders Days to Complete Work Orders PM Hours Quality Assurance

30. Examples �

31. Examples �

32. Capital Planning � Demonstrate Planning Identify Projects Provide Data Show Pictures

34. 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

35. Plant & Facilities Department High School Drainage Corrective Plan

36. Elementary School Cost Summary

37. Facility Use � Volume of Community Use Cost to School District Cost Recovery

39. Important to Know � Personnel Impacts

40. Important to Know � Impacts on Resources

41. Important to Know � Usage and Cost Impacts of Community Events on Electricity

42. Stimulus 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

43. Surveys�

44. Surveys�

45. Annual Report Highlights Important Messages Challenges

47. Notable Accomplishments 2008/2009 � 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

48. 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

49. Thanks to our presentations� providers� Town of Andover, Massachusetts Joseph Piantedosi, Director of Plant and Facilities jpiantedosi@andoverma.gov McFarland and Oregon SD, Wisconsin Gary Baier, Director of Engineering and Safety Services Gary_Baier@mcfarland.k12.wi.us Springfield Public Schools, Missouri Leslie Ballew, Quality Assurance Manager lballew@spsmail.org Katy ISD, Texas Peter McElwain, District Architect Planner petermcelwain@KATYISD.ORG

50. Thanks to our presentations� providers� Lee's Summit R-7 School District, Missouri Linda Thompson, Transportation Director, Linda.Thompson@leesummit.k12.mo.us Rick Steagall, Energy Manager, Rick.Steagall@leesummit.k12.mo.us Tom Kurucz, Associate Superintendent Management Services, Tom.Kurucz@leesummit.k12.mo.us Judy Hedrick, Business Services Director, Judy.Hedrick@leesummit.k12.mo.us Ron Cox, Purchasing and Distribution Director, Ron.Cox@leesummit.k12.mo.us Mark White, Risk Management Director, Mark.White@leesummit.k12.mo.us Jane Hentzler, RD, Director of Nutrition Services, Jane.Hentzler@leesummit.k12.mo.us Paula Aldridge, Administrative Assistant Management Services, Paula.Aldridge@leesummit.k12.mo.us Jay Helland , Director of Facilities, jay.helland@leesummit.k12.mo.us

51. Supporting Data Where do we get it? How do we use it? Who will view it?

52. Where Do We Get It Work Orders: MaintenanceDirect Preventive Maintenance Scheduling: PMDirect Energy and Utility Analysis: UtilityDirect Event Scheduling and Cost Recovery: FSDirect Facility Forecasting: PlanningDirect Survey Tool: MySchoolDude

53. Data Interaction

54. Important to Know � Location Trade/Craft/Service Type Status Purpose Project Budget

55. Value & Clarity

57. MaintenanceDirect

58. PMDirect

59. FSDirect

60. UtilityDirect

61. MySchoolDude�s Survey Tool

62. Effectively Presenting to Decision Makers Remaining Questions and Answers

63. We Want Your Feedback! When you close this seminar, you will have a survey and comments concerning: This seminar What you�d like to see in future seminars, including future topics Also, you may enter comments in the chat box

64. Contact Information