Hingham Public Schools Fiscal Year 2017 Budget Insights

Hingham Public Schools Preliminary Budget Information FY 2017 Service and Facilities January 14, 2016

Service and Facilities FY 17 September Planning Meeting Initiatives Continue Investigating HAWC Plan for Statement Of Interest (SOI) for Plymouth River State of the Plant Facilities Update on Current Activities FY 17 Budget Requests Maintenance and Custodial Energy Transportation - New Bus Lease Capital Request Overview

Administration, Facilities, Health and Transportation Trend FY 17 Preliminary Budget 4,500,000 $4,271,378 Budget Trend $4,006,075 $3,948,572 4,000,000 $3,523,238 $3,359,371 3,500,000 Sch Committee and Admin 3,000,000 Health and Student Activities 2,500,000 Facilities and Operations 2,000,000 Regular Transportation 1,500,000 1,000,000 500,000 0 2012-2013 2013-2014 2014-2015 2015-2016 2016-2017

Aging Infrastructure and Equipment Major Unexpected repairs over the past year East School 9thyear of operation Chillers failed again 25K Energy controls not tied to rooftop units High School 17 Years Major boiler repair last year 28K Steam pipe failed - ? Sewage ejector pump failure 18K South School 19 Years Dry sprinkler system compressor failure -13K AC Compressor failure Caf 45K Foster Boiler manifold steam pipe failure - ? Condenser failure AC for all purpose room 5K Plymouth River Equipment problems caused excessive energy use in FY 15 Winter 2015 storm recovery Middle School Out of warranty generator repair Establishing annual PMs for equipment Elevator Control Module Last month

Aging Infrastructure and Equipment Contd. Maintenance is catching up - still a long way to go New facilities require more preventative maintenance Technical buildings and equipment needs care and check ups Building Systems training for custodians Knowledgeable vendors with proper oversight Maintenance Vehicles Repairs Major Repairs on Vehicles Chevy Truck $10K expenses already in FY 16 Old fleet had a tough winter last year Yellow School Buses are 9 years old Replacement plan in place for Special Ed Vans Depot, Buildings 179 and 12 still need a solution

Facilities and Procurement Manager Progress Update Asset Inventory for Schools and Town Using interns from Mass Maritime Populating the School Dude equipment data base Focus on Preventative Maintenance and creating schedules for PM in School Dude for critical equipment Expanding use of School Department s Maintenance Work Order System (School Dude) for trouble tickets Leadership role is establishing Contractor management and oversight Training and delegating more projects to custodians Performing projects quicker and less expensively by using HPS personnel on overtime as opposed to contractors Improved responsiveness and communications to schools

Facilities & Procurement Manager Check List Review School and Town School Asset Inventory Town Asset Inventory Depot Projects Town Buildings Implement Full School Dude Prioritize Projects (Maintenance) Manage Budget Establish Standard Reports Ensure Quality Date Input and Reporting Review Capital Needs & Asset Life Cycle for Town and Schools Schools Write Bid Specs & Assign Resources to Manage Projects Update Administration on Facilities Projects and Issues PO Tracking and Forecasting Participate in Budget Development Maintenance Capital Oversees Facility Use Process Community Interface Problem Resolution

Maintenance and Custodial Needs FY 17 Personnel, Operating Funds, and Capital 1.0 Additional Maintenance Worker Restored position has been deferred for last three years New facilities need maintenance Keep them looking nice Repair wear an tear promptly Operating funds basically flat year over year Better contractor management More use of HPS personnel for projects Overtime is more cost effective than contractors Reduction in revolving account usage Deferred PRS request for .5 custodian to bring the school to 3.0 custodians District added three custodians last 2014, 2 MS, 1 HS

Energy Forecasting Method FY 16 based on FY 14 actual usage adjusted for seasonality FY 17 based on FY 15 actual usage adjusted for seasonality Previous years usage adjusted to the high range of an average year based on 10 year rolling Heating Degree Day Standard Deviation. Price based on existing pricing for electric and gas and existing contract pricing for oil There is no crystal ball Actual energy expenditures can vary widely year to year Severity of Winter Equipment Failures Middle School energy forecasting has a base for FY 17 Overrun electric heat at PRS in FY 15 Dip in oil chart because old MS was oil, New MS is natural gas

Heating Degree Days How Cold was it last year? HEATING DEGREE DAYS 2004-2005 2005-2006 2006-2007 2007-2008 2008-2009 2009-2010 2010-2011 2011-2012 2012-2013 2013-2014 5,909 5,358 5,368 5,379 5,702 5,135 5,587 4,436 5,375 5,878 6,060 5,472 447 2014-2015 AVERAGE STANDARD DEVIATION Heating is the primary driver for gas, oil and electric costs. Primary fuels are combusted while pumps, circulators, and blowers distribute the heat. Minimal Price Savings Reduced use oil in district

Hingham Public Schools FY 17 Preliminary Budget Facilities and Operations Budget $1,800,000 $1,600,000 $1,400,000 $1,200,000 Electricity $1,000,000 Heat $800,000 Utilities $600,000 Maintenance Custodial Services $400,000 $200,000 $0

Oil Heat Usage and Cost Trend FY 09 - FY 15 Actual FY 16 and 17 Budget 80,000 $300,000 $262,891 70,000 $250,000 $219,889 60,000 $200,000 $152,453 50,000 $204,771 $140,110 40,000 $150,000 $117,807 $155,439 $117,804 30,000 $100,000 $105,940 20,000 $50,000 10,000 0 $0 FY 09 FY 10 FY 11 FY 12 FY 13 FY14 FY 15 FY16 FY17 Gallons Cost

Natural Gas Usage for Heating Trend FY 09 - FY 15 Actual FY 16 - FY 17 Budget 300,000 $400,000 $350,000 $371,485 $369,176 250,000 $289,642 $278,864 $300,000 200,000 $250,000 $211,360 $258,761 $226,032 $178,825 150,000 $200,000 Therms Costs $215,063 $150,000 100,000 $100,000 50,000 $50,000 0 $0 FY 09 FY 10 FY 11 FY 12 FY 13 FY14 FY 15 FY16 FY17 Therms Cost

Electricity KWH Usage and Cost Actual FY 09 - FY 15 Budget FY 16 and FY17 5,500,000 $800,000 $739,766 $739,767 $750,000 $724,192 5,000,000 $700,000 4,500,000 $650,000 4,000,000 $587,569 $593,158 $584,477 $600,000 3,500,000 $593,627 $550,000 KWH Cost 3,000,000 $542,236 $500,000 $525,782 2,500,000 $450,000 2,000,000 $400,000 1,500,000 $350,000 1,000,000 $300,000 FY 09 FY 10 FY 11 FY 12 FY 13 FY14 FY 15 FY 16 FY 17 KWH Cost

Transportation New Bus Lease Planned bid opening for February 10 Bid will be for 20 buses Add alternative for 1 additional bus 2015-2016 model year meeting all current standards GPS tracking Request for new driver and bus to improve ride times and comfort Benefit from lower diesel fuel pricing Locked into lower contracts for 2016-2017 school year Increased need for monitors on vans Discussed more during Special Ed Workshop

Capital Projects An overview of what is in the Capital request. Not all inclusive. Notable Items in FY 17 Unanticipated Repairs Request East Energy Recovery Unit (ERU) connection to the Direct Digital Control system (DDC) East School Chillers South School Compressors (Cafe A/C) South School Sprinkler Head Replacement Field Grooming Equipment Vehicles Maintenance Two maintenance High School Phone System Foster Phone System

Capital Projects Continuing from FY 16 to FY17 (not all inclusive) Baseline Technology and Technology Plan Cost High School Carpet for Assistant Principal Office Carpet Replacement Plan Elementary Schools Special Ed Van Replacement Plan Phone System for High School and Foster

Capital Projects Notable Outer Year Changes Added Master Facilities Plan 2018 Pushed out (not all inclusive) High School boys locker room floors Foster Shed to 2018 Building 179, 12 - 2018 Moved From Capital to Planned Articles HAWC Center Design and Build PRS Feasibility and Windows Foster Feasibility and Windows

Capital Equipment Notable Notable Instructional Equipment Maintenance Equipment Truck Bed Maintenance Lawn Mower Washer Dryer Foster Cuts down on towels, mops, etc. Performance Staging Volleyball Net System Health Equipment AED

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