R.C. Herrin Am Wo Transportation
- 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 Maintenanceand Operations • New Construction • Energy Management • Tie Programs to District Strategic Plan!!! • Sustainability and Safety • Crisis Management • Maintenance • Custodial
- 5. Construction • Hays CISDhas 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. • HaysCISD 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 toEnergy 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 ne ril ce r ch ay F e ry ry st No ber Ja r O c er De be be Ju Ap a ua gu Ju ar M b nu m to m em M Au br ve pt Se
- 20. Sustainability and Safety •Vampire March has been conducted four times over the last two years! Payout totals $10,000!!!!!
- 21. Sustainability and Safety LatestVampire 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 • Sooneror 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 • EquipmentFailures 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 EmergencyEquipment Portable Generators Portable Light Flood Control Equipment Portable Air Conditioning Systems Emergency Trailers
- 37. Maintenance • During timesof 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 ofClean • 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 persquare foot for Custodial $1.62. Number of custodians reduced in 2011 was 15 positions from 149 down to 134 custodians.
- 42. Types of Equipmentto increase productivity
- 43. News Articles, MagazineArticles, 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 stateof our operations in Hays CISD is one of pride and admiration. • Find an idea and make it your own. • Tell your Story! • Any questions?