DASD Capital Expenditure
Priority Methodology
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Refine the systematic approach to the prioritization
of cap ex projects
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Use a similar approach to the prioritization of routine
maintenance projects
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Enhance long term planning and budgeting
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Establish and weigh categories
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Score each project against each category
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Total and rank projects by categorical scores
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Establish an annual capex spend limit
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Determine the projects to be executed until the
spend limit is reached
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Establish a contingent provision for unplanned or
emergency projects
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Projects will be identified by administration and the
Buildings and Grounds Committee
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Administration will provide the individual category
scores, overall rankings, and expected costs for each
project
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The resulting matrix will be reviewed and approved
by the Buildings and Grounds Committee
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When appropriate, approval may be required by the
Budget Committee
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Approved projects will be offered to the entire Board
as an informational item at a Board meeting and
acted upon at the subsequent meeting
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
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SAFETY AT RISK
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Scope:
∗ How much does the project impact student, employee,
or public safety while on school property?
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Category Max Score:
20 points
∗ 20 represents a significant safety risk
∗ 0 represents a project which has no safety implication
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RETURN ON INVESTMENT
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Scope:
∗ What will the project yield for the proposed
expenditure?
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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).
∗
PROMOTES ACADEMIC ACHIEVEMENT
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Scope:
∗ Does the project have an impact on academic
achievement?
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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
RANKING CATEGORIES
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RELATIVE COST OF DELAY
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Scope:
∗ What are the long-term costs or ramifications if we do
not do this project?
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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
RANKING CATEGORIES
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REGULATORY COMPLIANCE REQUIREMENT
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Scope:
∗ Is the project being presented necessary to comply or
meet local, state, or federal regulations?
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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
RANKING CATEGORIES
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PROMOTES EXTRACURRICULAR EXCELLENCE
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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
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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.
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We should examine if/should these projects fit in the
overall methodology or leave them to be managed in
the overall budgeting process.
∗ 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.
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
