R.C. Herrin has served as the Executive Director of Maintenance and Operations for Hays CISD since 2005. Under his leadership, the district's energy management program has saved over $3.7 million through a 44.5% reduction in electricity consumption. The savings are reinvested in the district to fund vehicle replacements, new personnel, energy projects, and campus budgets. The program benchmarks electricity costs and allocates savings to incentivize continued reductions in consumption across the district.

1. Hays CISD Facility
Management Practices
K-12 or “How do you eat
an elephant - one bite at
a time”
R.C. Herrin
512-913-6904 Cell
herrinr@hayscisd.net

2. R.C. Herrin
• R.C. Herrin came to Hays Consolidated ISD in Buda and Kyle, Texas as the Director of
Facilities in 2002. He became the Executive Director of Maintenance and Operations
in 2005. The directorates’ under Mr. Herrin’s supervision consist of Construction and
Sustainability, Transportation, Maintenance, Custodial & Warehouse, and Security.
Another one of his primary duties is the facilitation of the Energy Management
Program. Since its inception in 2003, the Hays CISD Energy Management Program
savings consist of a 3.7 million dollar reallocation back into the district.
– 10 years of administrative experience in Facilities and Transportation.
– Reduced utility costs by 44.5% saving 3.7 million dollars over my tenure.
– Enacted night maintenance program reducing reactive maintenance by 20%.
– Built satellite transportation facility reducing mileage while raising linear density
funding by 12%.
– Moved to a “green” flooring system using polished concrete in hallways and
cafeterias.
– Lead the project to designate 21 campuses as “Energy Star” rated facilities.
– Manage 3 million square feet of facilities.
– Developed a 20 year master building system’s replacement plan.
– 31 years in School District Operations
In 2009, R.C. Herrin was selected to serve on the Board of Directors of the Texas
Energy Managers Association. In 2010, the Hays CISD Energy Management Program
was selected by Building Operating Management’s editors for the FMXcellence
Award. The FMXcellence award presentation opened the annual National Facility
Management and Technology Conference held in Baltimore Maryland on 15-March-
2011. Also in 2010, R.C. Herrin was selected to serve on the Energy Advisory
Committee for Pedernales Electric Cooperative and holds a CEM, CEA and ATEM.

3. Hays CISD
• Hays Consolidated Independent School
District is situated between Austin and
San Marcos along IH 35 covering 225
square miles, 22 campuses and totaling
almost three million square feet of facilities.

4. Hays CISD Maintenance and
Operations
• New Construction
• Energy Management
• Tie Programs to District Strategic Plan!!!
• Sustainability and Safety
• Crisis Management
• Maintenance
• Custodial

5. Construction
• Hays CISD has completed four successful Bond
programs beginning in 2001 to 2008. These bonds
totaled $314,339,267.
• In 2001, Hays CISD expressed by 1,488,174 total
building square footage. Hays CISD consisted of one
High School, one Academy school, one Impact
campus, three middle schools and seven elementary
campuses.
• In 2012, Hays CISD consists of 2,941,456 building
square footage. Hays now consists of two high
schools, one Academy school, one Impact campus,
five middle schools and 13 elementary campuses.
• Maintenance and Operations’ role in construction
rests in standardization of new building systems.
Evaluating life cycle costs when building new
buildings. Using sustainable products such as
polished concrete to reduce carbon foot print of the
building while lowering operating costs. Staffing and
start up of the new campuses on time and under
budget.

6. Construction cont.
• Hays CISD Bonds have totaled $314,339,267 over
the past 10 years. M&O’s relationship in new
construction consists in planning environmental
impacts. Along with demolition of facilities and
building temporary facilities. Finally, all new
construction work in replacing or repairing building
systems.
Bond Costs 2001 to 2008 by Percentage
New Buildings
Road and Parking
Construction
Campus Remodel
Drainage Improvements
Community Projects
81%
Athletic Improvements
Technology
School Bus
1% 1%
3% 3%
0% 1% Land Purchases
1% 0% District Wide Repair and
7% Replacement
0%
New Construction
0% Improvements
2% Portable Classrooms
Construction Program Costs

7. Energy Management
• Hays Consolidated Independent School District runs between
Austin and San Marcos along IH 35 covering 225 square miles, 22
campuses and totaling almost three million square feet of facilities.
• Critical people to begin an Energy Management Program is the
CFO and School Board.
• In 2003, Hays CISD was audited by the Texas School
Performance Review (TSPR). Two findings of the TSPR audit were
that Hays CISD needed a funding mechanism to replace the trucks
in the maintenance fleet. Second, Hays CISD needed to develop
an energy management program.
• Our energy management program is a Hays CISD school board
approved process with the following actions:
• All campuses built prior to 2002 would have a benchmark
electricity cost of fiscal year 2002-03. This campus dollar amount
would become the benchmark point for these campuses and
funded as such. All campuses built after 2002 will be funded at
$1.00 per square foot for electricity costs. Savings are calculated
based on these two factors.
• In 2003 electricity consumption was 16.57 kWh per square foot. In
2010, electricity consumption was reduced to 9.21 kWh per square
foot or a 44.5% reduction in electricity consumption. Over those
years, building square footage increased 96.5% but the total
amount of electricity used increased only 8.5%.
• During the eight years of the Hays CISD energy management
program, Hays CISD has repurposed $3.7 MILLION.

8. Energy Management cont
• In December of the following fiscal year, electricity savings are
allocated as follows:
– 10% of the electricity savings return to the campus.
– 15% of the electricity savings is placed in fund balance to
offset any future electricity rate increases.
» 25% of the electricity savings to fund vehicle
replacement or equipment for maintenance and
operations. Maintenance and operations vehicle
fleet replacement was completed in 2008. We will
purchase enough vehicles each year for the
future to continue in updating our vehicle fleet.
» 25% of the electricity savings to hire new
personnel for energy management. We have
hired two energy management technicians in this
category.
» 25% of the electricity savings to fund energy
management projects.

9. Program changes to Energy
Savings 2009
– In 2009, the school board approved modifying the 25%
of electricity savings for purchasing M&O vehicles to
also include M&O equipment
• In 2009, purchased 125 KW generator for
emergency response actions.
• In 2011, to prepare for a Reduction in Force of
15 positions in our Custodial Operations.
– Purchased 176 3 feet by 10 feet entryway
walk off mats
– Purchased eleven riding scrubbing
machines for cleaning elementary and
middle school floors
– Purchased four restroom cleaning machines

10. Energy Management cont.
• Avoided Electricity Cost kWh per square foot. Most
per year important in trending!!
Compares usage.
Avoided Costs Same Schools From Baseline 2002/2003 - Kilowatt Hour Per Square Foot
Schools should fall within 8 to 12 kWh per square foot
$1,200,000
$1,000,000 18.00
16.00
$800,000 14.00
Avoided Costs 12.00
Same Schools 10.00 Kilowatt Hour Per Square
$600,000
From Baseline 8.00
2002/2003 -
Foot
$400,000 6.00
4.00
$200,000 2.00
0.00
$0
04 4
05 5
06 6
07 7
08 8
09 9
10 0
11
04
06
08
05
07
09
10
11
20 200
20 200
20 200
20 200
20 200
20 200
20 201
/2 0
0
0
0
0
0
0
0
0
/2
/2
/2
/2
/2
/2
/2
/2
/
/
/
/
/
/
/
03
03
04
05
06
07
08
09
10
Cost per kWh per year Cost per square foot for electricity
20
20
20
20
20
20
20
20
20
Cost Per Kilowatt Hour Electricity Cost Per Square Foot
School District is benchmarked at $1.00 per square foot
$0.120
$0.100 $1.40
$1.20
$0.080
$1.00
$0.060 Cost Per Kilowatt Hour $0.80
Cost Per Square Foot
$0.60
$0.040 $0.40
$0.020 $0.20
$0.00
$0.000
04 4
05 5
06 6
07 7
08 8
09 9
10 0
11
0 4 04
08 8
05 5
06 6
0 7 07
0 9 09
10 0
1
2 0 / 20 0
2 0 / 20 0
2 0 / 20 0
2 0 / 20 0
2 0 / 20 0
2 0 / 20 0
2 0 / 20 1
20 /200
20 /201
01
20 /200
20 /200
/ 20
20 /20
20 /20
20 /20
/2
03
03
20
20

11. Energy Management cont.
• The Energy
management Team
began in 2003 with one
coil cleaner in an
evening maintenance
program. Evening
maintenance has
expanded to 13
personnel and covers
all maintenance trades.
The Energy
Management Team
includes three coil
cleaners, one DDC
technician, EM
electrician, two PM
technicians and an
energy management
supervisor.

12. Energy Management Evening
Maintenance Team
• In Texas, HVAC operation incorporates 60% of
the electricity bill. Proper air movement in HVAC
equipment is critical in lowering utility costs.
Cleaning coils can lower HVAC operation time by
as much as 30%. Our annual electricity cost is
over 2.5 million.
• Utility costs are second only to labor costs in
school districts. This can be an area over looked
as a cost savings measure for school districts and
a potential area of opportunity. Cost per square
foot for all Utilities at Hays $1.01. Cost for
electricity .85 per square foot, gas .05 per square
foot and water and sewer at .11 per square foot.

13. Energy Management cont.
• Types of energy management investments:
Replace HID wall packs
Hays CISD Energy Projects with LED
Replace HID lighting in
new gym with T-5
8.00
Replace 32 watt 4 lamp
7.00
with fluorescent 28 watt
2 lamp fluorescent.
6.00
Replace exterior wall
5.00 packs with LED lighting
4.00
Replace HID lighting in
3.00 1 gym with T-5
2.00 Replace HID lighting in
1 gym with T-5
1.00
0.00 Replace HID wall packs
Simple pay back in years for ROI with LED
Face of Energy Management: Rolling Billboard

14. Energy Management cont.
• The average ROI payback was 3.64
years
• The median ROI payback was 2.5 to
5 years
• Average cost per project $4,280
• Average reduction in kWh per project
51,778

15. Energy Management cont.
• From 2007 to present, lighting retrofits
have reduced energy consumption by 10%
while providing a ROI of 1.54 years. This
equates to a 66% annual rate of return.
5 Year Lighting Retrofit Cost Compared to Yearly 5 Year Lighting Retrofit Consumption Reduction
Electricity Savings Compared to Total Energy Use
26,947,192,
$500,000 91%
$400,000
kWh Yearly Light
$300,000
Reduction
$200,000 Total kWh Consumption
$100,000
$0 2,688,723,
Cost Yearly Savings 9%

16. Sustainability and Safety
• 5- year Strategic Plan Strategy 6: We will infuse instruction with
environmental stewardship and integrate sound environmental practices
into facility design, construction, and operation.
• Since 2006, Hays CISD has incorporated polished concrete into renovation
as well as new construction for our buildings practices. On the average,
polished concrete in our campuses are 25,000 square feet of the total
building square footage. We install polished concrete in our hallways and
café. Since we are not spray buffing, top scrubbing or waxing these areas.
Time opportunity for our custodial staff to concentrate on other
cleaning duties consisting of 198 man hours or 5 weeks of one
custodian’s time….
– Provides sustainable floor care surface.
– Lowers operating and life cycle costs.
– Reduces chemicals in our campuses.
– Reduces time necessary to maintain floors.
– Provides better Indoor Air Quality.

17. Sustainability and Safety
• 5- year Strategic Plan Strategy 6: We will infuse instruction with
environmental stewardship and integrate sound environmental
practices into facility design, construction, and operation.
• Also in 2006, Hays CISD incorporated Interface Floor carpeting in
all remodel and new construction applications.
• Interface carpet uses only 100% recycled carpet in the production
of their carpeting.
• From 2006 to 2009 Hays CISD has installed 1,328 yards of
recycled carpeting.
• These carpet installations has resulted in the retirement of 21 tons
of verified greenhouse gas emission reduction credits associate
with the entire life cycle of the carpeting. Using recycled
carpeting in the sustainabity operations for Hays CISD
results in the reduction of these comparisons:
– Offsets 42,204 pounds of greenhouse gases.
– 2,173 gallons of gasoline was not consumed
– 3 households worth of electricity use avoided for one year.
– 4 passenger cars not driven for one year.

18. Sustainability and Safety
• Since 2007, one facet of Hays CISD Energy Management Program
consists of delamping and relamping campuses. Relamping
impacts all interior four feet fluorescent light fixtures. This has a
tremendous impact on all of our classrooms.
• This program has many positive attributes:
– 32 watt bulbs are replaced with a higher quality 28 watt bulbs.
The 28 watt bulbs have a higher CRI number which produces
a light color closer to the quality of natural sunlight.
– Remember: a past engineering rule of thumb, most classrooms
lighting is 2 watts per square foot. However, IECC 2009 states
an educational space only use 1.2 watts per square foot for
lighting. At Hays CISD, we reduced that number to .67 watts
per square foot in our classrooms for lighting.
– Fewer lights = better light levels
In the past, our custodial crew would dispose of these lamps
as necessary in the dumpsters. These lamps would make their
way to our local landfill. Relamping also provides a secondary
benefit for our custodial staff. Once we relamp a campus 48
custodial man-hours are free to conduct other cleaning duties.
• Since 2007, 48,980 lamps have been properly disposed. The
company certifies that the shipment of bulbs are recycled in
accordance with all applicable Federal, State, and Local
Regulations. This action has properly disposed of .88 pounds
of mercury.

19. Sustainability and Safety
• 5- year Strategic Plan Strategy 6: Specific Result B: Develop
individual student and campus environmental awareness
recognition programs.
• Initiated “Vampire March” program raising awareness of energy
reduction at the campus. Initiated first competition for energy
awareness between campuses for unplugging appliances in the
classrooms during the Christmas Holidays in 2010 and Spring
Break of 2011. Prizes awarded were $3,500 for Christmas Break
and $1,500 for Spring Break. Green Team participation key force
in utility reduction.
• Trend Results Prize Awards
Simon kwh per square foot
1.20
1.00 2009/2010
0.80 2010/2011
0.60 2011/2012
0.40 Base Line for Electrical
2009/2011
0.20
0.00
ly
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ch
ay
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20. Sustainability and Safety
• Vampire March has been conducted
four times over the last two years!
Payout totals $10,000!!!!!

21. Sustainability and Safety
Latest Vampire March Results!

22. Sustainability and Safety
• Student led Energy Projects:
• Approved expanding student led initiatives in environmental sustainability
practices.
– In Spring of 2012, student led competition between classes at each
campus. “Green today= Here tomorrow!”.
– Campus students will design the sustainability program based on the
“branding” of each campus.
– Winning class at each campus wins $250.
– District will provide posters, banners, stickers for the winning programs
at each campus.
– Cost for program $6,800. Student led initiatives usually save $1,000
per campus in savings.

23. Sustainability and Safety
• Student led Sustainability:

24. Sustainability and Safety
• Student led Sustainability:

25. Sustainability and Safety
• Specific Result B: Develop individual student and
campus environmental awareness recognition
programs.
• Raise awareness of campus utility use through
recognition of the EPA “Energy Star Program”.
• 2010, thirteen campuses were recognized as
“Energy Star” rated buildings.
• 2011, four additional campuses recognized as
“Energy Star” rated facilities.
• 2012, five additional campuses recognized as
“Energy Star” rated.
• This raises the total count of energy star rated
campuses to 22 of 23 facilities.
• Raise awareness through sustainability efforts.

26. Sustainability and Safety
• Energy Star buildings
use 35% less energy
and generate 35%
fewer greenhouse
gas emissions than
similar buildings
across the nation.
Buildings are
compared to other
like buildings across
the Nation and rated
from 1 to 100.

27. 50
60
70
80
90
100
A c adem y
B arton M iddle
B lanc o V is ta
B uda E lem
B uda P rim ary
C am ino R eal
C hapa M iddle
D ahls trom M iddle
E lm G rov e
F uentes
H ay s H igh
H em phill
Im pac t
2010
K y le
N egley
Energy Star October
Lehm an H igh
S im on M iddle
S c ienc e H all
T obias
G reen
W allac e M iddle
50
55
60
65
70
75
80
85
90
95
100
Sustainability and Safety
Series3
Series1
Series2

28. 50
60
70
80
90
100
A c adem y
B a rt o n M id d le
B la n c o V is t a
B u d a E le m
B u d a P rim a ry
C a m in o R e a l
C a rp e n te r H ill
C h a p a M id d le
D a h ls t ro m M id d le
E lm G ro v e
F uentes
2012
H a y s H ig h
H e m p h ill
Energy Star June
Im p a c t
K y le
N e g le y
L e h m a n H ig h
P f lu g e r
S im o n M id d le
S c ie n c e H a ll
T o b ia s
Sustainability and Safety
G re e n
W a lla c e M id d le
50
55
60
65
70
75
80
85
90
95
100

29. Energy Star
Energy Star Score Elm Grove Installed DDC
Controls Jan 2012
100
90
80 Energy Star Score
70
60 Replaced exterior
50 Lighting LED May 2011
12/1/2009
2/1/2010
4/1/2010
6/1/2010
8/1/2010
10/1/2010
12/1/2010
2/1/2011
4/1/2011
6/1/2011
8/1/2011
10/1/2011
12/1/2011
2/1/2012
4/1/2012
6/1/2012
Removed appliances
Classrooms Sept 2011
Energy Star Score Chapa
Removed appliances
100
90 Classrooms Sept 2011
80
70
60
50 Energy Star Score
40
30 Relam p cam pus Apr 2010
20
10 Replace HID gym T5 Jul
0
2010
12/1/2009
3/1/2010
6/1/2010
9/1/2010
12/1/2010
3/1/2011
6/1/2011
9/1/2011
12/1/2011
3/1/2012
6/1/2012
Replace exterior lights
With LED Feb 2011
Tobias Energy Star Score Removed appliances
Sept 2011
80
75
70
Energy Star Score
65
Replamp campus,
60 Installed T5 gym, installed
sensors classrooms
55
Replaced HID exterior
Au 0
Au 1
12
Fe 9
10
Ju 0
10
De 0
Fe 0
11
1
11
De 1
Fe 1
12
2
r-1
1
r-1
1
r-1
0
1
1
-1
-1
n-
n-
n-
c-
g-
c-
g-
c-
b-
b-
b-
ct
ct
lights and parking lot
Ap
Ap
Ap
De
Ju
Ju
O
O
LED

30. Sustainability and Safety
• Safety through sustainability programs.
• Since 2010, we have replaced HID exterior lighting with LED
lighting which is funded through our energy management savings.
• In 2011, Buda elementary outside lighting was upgraded from HID
to LED lighting. See photos before and after:

31. Sustainability and Safety
• Safety through sustainability programs.
• In 2011, Buda elementary outside parking lot lighting was
upgraded from HID to LED lighting. See photos before and after.
Second set of photos Tobias Elementary. Foot candles doubled.

32. Sustainability and Safety
• Safety through sustainability programs.
• The greatest factor to arise from this LED energy
management program is not the savings….. But the
increased awareness of feeling safe by our faculty and
staff…Here are a few comments.
• I felt SO SAFE. It was nice and bright in the hallways by
my door. It was spooky before.
• They're helpful, especially the ones by the gates. I'm able
to see to get my key in the lock in the mornings!
• Here early in the morning it's much easier to get the key
in the lock for the gate! Much Much better!
• the lighting definitely seems better to me
• Great! They're working and make it very easy to see
• I LOVE the new lights of course!!! They have made a
huge difference. I can see my keys to get the gate open
quickly and I feel much safer.
• Thank you to Maintenance!
• I love the new lights!! It's so bright out there in the
morning it almost feels like you're walking through an
indoor hallway :)
• They are great illumination at night or early in the
morning! Tell them they are a "thumbs up!"

33. Crisis Management
• Sooner or later comes a crisis in our affairs, and
how we meet it determines our future happiness
and success. Since the beginning of time, every
form of life has been called upon to meet such
crisis.
Robert Collier
Watch out for emergencies. They are your big
chance.
Fritz Reiner
When written in Chinese, the word ''crisis'' is
composed of two characters -- one represents
danger, and the other represents opportunity.
• John F. Kennedy quotes
• Don't cut the training budget when crisis come,
increase it!
Tom Peters # Crisis, Education Quotes

34. Crisis Management
• Equipment Failures
Buda Lower Electrical Outage work required
campus to be without electrical service for one
week.
Damage due to water shorting out main lines to
campus.

35. Crisis Management
•In 2011, an extended freeze broke a fire
sprinkler line in the café at Elm Grove
Elementary causing extensive water damage.
Work was handled by school personnel. This
damaged happened on a Thursday and school
resumed on the following Monday.

36. Types of Emergency Equipment
Portable Generators Portable Light
Flood Control Equipment Portable Air Conditioning
Systems
Emergency Trailers

37. Maintenance
• During times of budget constraints Maintenance
and Operations is one of the many areas looked
to for savings. It becomes imperative that as we
become leaner in our operations. Asking our staff
to work smarter not harder to produce more
efficiency utilizing less personnel. We must
purchase capitol equipment and use sustainable
building systems to augment our leaner teams.
• Purchasing equipment to augment labor hours
requires three things:
– First, new technology and equipment requires
frequent training sessions. Training is one area
which cannot be reduced. Training needs to be
increased in a tight labor environment.
• Second, in a reduced labor environment
standardization of systems and procedures
are critical.

38. Maintenance
• Third, looking at different ways to
accomplish our tasks. Operating evening
maintenance schedules to accomplish tasks
without impacting the educational
environment.
• Day Maintenance respond to work orders.
Number of personnel in day maintenance 22.
• Evening Maintenance Objective:
Goal: to accomplish work during the school year
typically deferred to summer. Number of
personnel in evening maintenance 12.
• Goal for day and evening maintenance:
To minimize the impact of repairs in the learning
environment. Cost per square foot for
Maintenance .86.

39. Custodial
• Levels of Clean
• Custodial Schedules
• Non Cleaning Duties
• Custodians working days in relationship to
night crew
• After Hour use of facility

40. Custodial
• Another topic, to take into account in finding our level
of clean is our building’s square feet. Ensure we take
into account the number of custodians working the day
shift. Remember, our day custodians are performing a
large portion of non-cleaning duties. These non-
cleaning duties shift a heavier portion of the building
cleaning to our night shift custodians. An example, if a
campus has 4 people assigned to clean 80,000 square
feet. Then the staffing ratio is 20,000 square feet for
every one custodian. Using this example our custodial
staff should be able to attain a level 2 clean. While on
paper this appears to be true. Lets look closer at what
actually we have on this particular example. If 2 of the
custodians are on the day shift a large portion majority
of their duties could be non-cleaning. Lets say of the 2
day custodians, 50% of their time is non-cleaning.
Instead of the custodial staff cleaning 20,000 per
person. The square foot increases to 26,000 square
foot per person. This brings the school to a level 3
cleaning.

41. Custodial
• Cost per square foot for Custodial $1.62.
Number of custodians reduced in 2011
was 15 positions from 149 down to 134
custodians.

42. Types of Equipment to increase productivity

43. News Articles, Magazine Articles, Interviews
• Hays CISD cuts energy by 44 percent, saves millions
• ..Hays CISD cuts energy by 44 percent, saves millions The Hays Free
Press.mht
• Hays CISD schools receive Energy Star
• ..Hays CISD schools receive Energy Star San Marcos Mercury Local
News from San Marcos, Texas.mht
• Hays campuses saving significant amounts of energy
• ..Discover America's Story - Hays campuses saving significant
amounts of energy, Buda, Texas.mht
• Hays “Turning a Greener Leaf”
• ..Turning a Greener Leaf url.htm
• Everyday Heroes
• ..FMXcellence Article.pdf
• Fuentes Elementary saving energy KXAN
• ..url.htm
• ..Energy Management Get Support From Financial Personnel.mht
• ..FMXcellence How to Be a Leader.mht
• ..FMXcellence How to Get Buy In.mht

44. Summary
• The state of our operations in Hays CISD is
one of pride and admiration.
• Find an idea and make it your own.
• Tell your Story!
• Any questions?