DASD Capital Expenditure Priority Methodology. September 18, 2014

15  Download (0)

Full text

(1)

DASD Capital Expenditure

Priority Methodology

(2)

Refine the systematic approach to the prioritization

of cap ex projects

Use a similar approach to the prioritization of routine

maintenance projects

Enhance long term planning and budgeting

(3)

Establish and weigh categories

Score each project against each category

Total and rank projects by categorical scores

Establish an annual capex spend limit

Determine the projects to be executed until the

spend limit is reached

Establish a contingent provision for unplanned or

emergency projects

(4)

Projects will be identified by administration and the

Buildings and Grounds Committee

Administration will provide the individual category

scores, overall rankings, and expected costs for each

project

The resulting matrix will be reviewed and approved

by the Buildings and Grounds Committee

When appropriate, approval may be required by the

Budget Committee

Approved projects will be offered to the entire Board

as an informational item at a Board meeting and

acted upon at the subsequent meeting

(5)

SAMPLE MATRIX

Maximum Points 80 20 15 15 10 10 10

Project Description Type

Target Year Total Points Safety at Risk Return on Investment Promotes Academic Achievement Relative Cost of Delay Regulatory Compliance Requirement Promotes Extracurricular Excellence Cost Estimate

Ore Valley Playground Steps Safety 14/15 33 20 5 0 3 5 0 $ 55,000

York Township Entrance Upgrade Security 14/15 30 20 10 0 0 0 0 $ 358,000 Dallastown Elementary Entrance Upgrade Security 14/15 30 20 10 0 0 0 0 $ 542,000 High School Entrance Upgrade Security 14/15 30 20 10 0 0 0 0 $ 158,000 Stadium Grandstand Repairs Facility 14/15 30 10 10 0 5 5 0 $ 40,000

Camera Storage Upgrade Security 15/16 25 20 5 0 0 0 0 $ 82,000

CC Camera Coverage Upgrade Security 15/16 20 15 5 0 0 0 0 $ 284,000

York Township Chiller Facility 14/15 15 0 5 0 10 0 0 $ 299,000

DAIS IT Access Points Infrastructure 17/18 13 0 3 10 0 0 0 $ 190,000

Phone System Upgrade Security 16/17 10 10 0 0 0 0 0 $ 88,000

Dip Repair Tennis Court Hill Facility 14/15 8 5 0 0 3 0 0 $ 15,000

Loganville Fascia/Soffit Facility 14/15 8 0 3 0 5 0 0 $ 24,000

Elementary IT Access Points Infrastructure 17/18 8 0 3 5 0 0 0 $ 250,000

High School Pool Cover Energy 14/15 5 0 5 0 0 0 0 $ 40,000

Leader Heights Tables and Chairs Facility 15/16 5 0 5 0 0 0 $ 80,000 DAHS Metal Halide Lighting Replacement Energy 14/15 5 0 5 0 0 0 0 $ 200,000 Dallastown Elementary Roof Replacement Facility 18/19 3 0 3 0 0 0 0 $ 420,000

(6)

SAFETY AT RISK

Scope:

∗ How much does the project impact student, employee,

or public safety while on school property?

Category Max Score:

20 points

∗ 20 represents a significant safety risk

∗ 0 represents a project which has no safety implication

(7)

RETURN ON INVESTMENT

Scope:

∗ What will the project yield for the proposed

expenditure?

Category Max Score:

15 points

∗ 15 represents a project which provides significant value

in return for the expense

∗ 0 represents a project which offers no return. An

example would be an equipment replacement where the technology does not offer a potential energy

savings (e.g. roof).

(8)

PROMOTES ACADEMIC ACHIEVEMENT

Scope:

∗ Does the project have an impact on academic

achievement?

Category Max Score:

15 points

∗ 15 represents a project which will have a significant

impact on improving academic achievement

∗ 0 represents a project which has no impact on academic

achievement

(9)

RANKING CATEGORIES

RELATIVE COST OF DELAY

Scope:

∗ What are the long-term costs or ramifications if we do

not do this project?

Category Max Score:

10 points

∗ 10 represents a high risk project which will require a

much higher cost if not done in an expeditious manner

∗ 0 represents a project which will have little or no impact

(10)

RANKING CATEGORIES

REGULATORY COMPLIANCE REQUIREMENT

Scope:

∗ Is the project being presented necessary to comply or

meet local, state, or federal regulations?

Category Max Score:

10 points

∗ 10 represents a project which is required to comply with

local, state, or federal regulations

∗ 0 represents a project which does not require or is not

(11)

RANKING CATEGORIES

PROMOTES EXTRACURRICULAR EXCELLENCE

Scope:

Category Max Score:

10 points

∗ 10 represents a project that will greatly improve facility

and/or conditions

∗ 0 represents a project with no effect on the facility or

(12)

These projects are typically under a total cost of

$5,000 and are paid for using annually budgeted

allocations from the general fund operating budget.

We should examine if/should these projects fit in the

overall methodology or leave them to be managed in

the overall budgeting process.

(13)

∗ Separate from the general fund operating budget.

∗ May only be funded through unexpended surplus amounts

from the general fund operating budget at the end of the fiscal year or excess bond proceeds.

∗ May only be used for capital additions and improvements,

maintenance, and for the purchase or the replacement of machinery, equipment and vehicles, and for no other

purpose.

∗ Transferring money out of the capital reserve fund is not

permitted.

(14)

EXPENDITURES/ANTICIPATED PROJECTS:

Outstanding Contracts/Invoices - Project was board approved:

Middle School Entrance Upgrade (estimate) 72,200 Emergency Paging System for Athletic Fields 31,598 YT water tower/chiller replacement (estimate) 228,185 Reserves:

Recoat Track 60,000

Turf Project Reserve - Market Street Funds 68,910 High School Cyber Café (funds transferred from

General Fund at FY 2014 end) 74,000

Total Outstanding Contracts/Invoices/Reserves 534,893

REVENUE SOURCES:

Capital Reserve Fund 556,062

DAIS 2012 Bond Fund (including escrow)* 731,393 Payback from Educational Foundation 203,544

TOTAL ANTICIPATED REVENUES 1,490,998

Unreserved Cash Balance 956,105 *ESCROW ANALYSIS

Escrow

1Future Improvements - Engineering fees 24,615

TOTAL Escrow 24,615

Available Cash 931,490

(15)

Figure

Updating...

References

Related subjects :