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School Board’s FY 2021 Capital Improvement Plan (CIP) Joint School Board and County Board Work Session June 23, 2020

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Page 1: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

School Board’s FY 2021 Capital Improvement

Plan (CIP)

Joint School Board and County BoardWork SessionJune 23, 2020

Page 2: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

Agenda

• Overview of FY 2021 CIP Process

• The School Board’s FY 2021 CIP

• Funding Scenario− Project list − Project details (NEW – Vestibules, Kitchens, Design funds)

− Direction for the Spring 2021 Process for the Three-to-Five Year FY 2022 CIP

• Resources, Timeline and Next Steps

2

Page 3: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

Overview of FY 2021 CIP Process

3

Page 4: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

Overview of CIP Process and Information for the Community

APS Engage WebsiteFrequent updates about the CIP throughout the process:• School Board Work Session/Meetings related to CIP• Presentations• Timeline• Staff responses to questions from the School Board and FAQs• Statements from Advisory Committees

− Advisory Council on School Facilities and Capital Programs (FAC) − Joint Facilities Advisory Commission (JFAC)

Additional Communications • Information on CIP development shared throughout process via APS

communications channels including School Talk Engage messages, social media, APS School Ambassador updates, news release

• May 27 School Board Public Hearing on Interim Superintendent’s Proposed CIP

All Arlington Public Schools (APS) budget and operations decisions are based on the best information available at the time. Staff and community members are reminded that funding forecasts from Arlington County and the state may change, based on many external factors. Similarly, student enrollment and projections are based on the best available information, but are also subject to change due to employment, housing and other economic factors. For these reasons, APS and the Arlington School Board may adjust future budget allocations, staffing and other operations decisions to reflect the existing community and operating landscape.

Questions? Write to: [email protected]

Follow the CIP Process:www.apsva.us/engage/cip/

4

Page 5: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

Overview of FY 2021 CIP Process

Date Focus Outcomes

Sept. 24, 2019 Arlington Facilities Student Accommodation Plan (AFSAP) Work Session

Identified priorities for FY 2021-30 CIP with emphasis on elementary school seats in high-growth planning corridors

Nov. 6-Dec. 5 CIP Direction developed through Work Session, Information and Action

Defined priorities for FY 2021-30 CIP

Dec. 3 Review of collaboration and data sharing between APS and ACG in Joint Work Session with County Board

Preview of changes to forecasts for future Arlington County births and the impact on APS projections

Dec. 20 Publication of updated 2019 enrollment projections

Annual report showed decrease in future Kindergarten enrollment estimate

Feb. 6, 2020 Elementary school moves adopted Addressed most urgent CIP need for neighborhood elementary school seats on the eastern end of Rosslyn-Ballston Corridor

Feb. 11 Work Session on Annual Update and Projections

Revised priorities for FY 2021-30 CIP with emphasis on high school and middle school enrollment

5

Page 6: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

Overview of FY 2021 CIP Process (cont.)

Date Focus Outcomes

March 16, 2020 School closures due to coronavirus/COVID-19 Revenues decrease, impacting Budget and CIP

May 13-May 21Interim Superintendent shares preview at Work Session, then presents Proposed CIP for FY 2021 and Future CIPs in regular meeting

Plan is reshaped to address most urgent needs and adjust other projects

May 27 CIP Work Session #1 and Public Hearing Reviewed projects in the proposed CIP

May 28 CIP Work Session #2Review of Career Center Expansion Project and its removal from FY 2021 CIP due to budget concerns

June 2 CIP Work Session #3 School Board shapes its Proposed FY 2021 CIP

June 4 School Board’s Proposed FY 2021 CIP Priorities defined, including direction for next CIP

June 16 CIP Work Session #4Statements from FAC and JFAC supporting the School Board’s priorities, further refinement of priorities, and a focus on direction for next CIP

6

Page 7: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

14,286 14,843 15,106 15,255 15,220 15,127 14,898 14,732 14,517 14,489 14,396

-212 -769-300 -449 -414 -321 -92 74 289 317 410

0

2,000

4,000

6,000

8,000

10,000

12,000

14,000

16,000

18,000

Enro

llmen

t (Gr

ades

Pre

k to

5)

School Year

Overview: Comparing Projected Elementary School Enrollment (PreK to Grade 5) and Capacity in the FY 2021 CIP

Update to Chart 10, Page 51 of the 2019 AFSAP

NoteStarting in 2025-26, the elementary school enrollment projections are completely based on assumptions* for K to Grade 5 students from:• Births• Future construction• Past cohort transition rates

continuing into the future

* Projection assumptions only apply to Grades K to 5. PreK is not projected and is an estimate provided by the Department of Teaching and Learning. The PreK estimate is added to each Grade K to 5 projection to produce elementary enrollment totals for PreK to Grade 5 for each projection year.

All Arlington Public Schools (APS) budget and operations decisions are based on the best information available at the time. Staff and community members are reminded that funding forecasts from Arlington County and the state may change, based on many external factors. Similarly, student enrollment and projections are based on the best available information, but are also subject to change due to employment, housing and other economic factors. For these reasons, APS and the Arlington School Board may adjust future budget allocations, staffing and other operations decisions to reflect the existing community and operating landscape.

Projection completely based on assumptions

2019 Enrollment

School Seats

Projected Enrollment

+732 seats,

Reed E.S.

+752 seats,

Fleet E.S.

Source: APS, Planning & Evaluation, Fall 2019. Facilities & Operations, February 2020..

7

Page 8: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

Update to Chart 11, Page 52 of the 2019 AFSAP

NoteStarting in 2028-29, the middle school enrollment projections are completely based on assumptions for Grade 6 to 8 students from:• Births• Future construction• Past cohort transition rates

continuing into the future

All Arlington Public Schools (APS) budget and operations decisions are based on the best information available at the time. Staff and community members are reminded that funding forecasts from Arlington County and the state may change, based on many external factors. Similarly, student enrollment and projections are based on the best available information, but are also subject to change due to employment, housing and other economic factors. For these reasons, APS and the Arlington School Board may adjust future budget allocations, staffing and other operations decisions to reflect the existing community and operating landscape.

6,119 6,442 6,526 6,562 6,681 6,864 7,004 7,022 7,036 6,938 6,823

214 -109 -193 -229 -348 -531 -671 -689 -703 -605 -490

0

1,000

2,000

3,000

4,000

5,000

6,000

7,000

8,000

Enro

llmen

t (Gr

ade

6 to

8)

School Year

+1,022 seats,

DorothyHamm M.S., The Heights (Grade 6 to

8)

Projection completely based on assumptions

2019 Enrollment

School Seats

Projected Enrollment

Source: APS, Planning & Evaluation, Fall 2019. Facilities & Operations, February 2020..

Overview: Comparing Projected Middle School Enrollment (Grades 5 thru 8) and Capacity in the FY 2021 CIP

8

Page 9: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

7,523 7,857 8,370 8,800 8,960 9,200 9,219 9,297 9,426 9,527 9,643

597 343 -8090 -70 -310 -329 -407 -536 -637 -753

-1,000

1,000

3,000

5,000

7,000

9,000

11,000

Enro

llmen

t

School Year

+600 seats, Ed Center1-year delay

Update to Chart 12, Page 53 of the 2019 AFSAP

NoteStarting in 2029-30, the high school enrollment projections are completely based on assumptions for Grade 9 students from:• Births• Future construction• Past cohort transition

rates continuing into the future

All Arlington Public Schools (APS) budget and operations decisions are based on the best information available at the time. Staff and community members are reminded that funding forecasts from Arlington County and the state may change, based on many external factors. Similarly, student enrollment and projections are based on the best available information, but are also subject to change due to employment, housing and other economic factors. For these reasons, APS and the Arlington School Board may adjust future budget allocations, staffing and other operations decisions to reflect the existing community and operating landscape.

+237 seats, Arl. Tech, The

Heights (Grades 9 to

12)

+80 seats, Arl. Tech

+90 seats, Arl. Tech

Projection for Grade 9 based on assumptions

2018 Enrollment

School Seats

Projected Enrollment

Source: APS, Planning & Evaluation, Fall 2019. Facilities & Operations, February 2020..

Overview: Comparing Projected High School Enrollment (Grades 9 thru 12) and Capacity in the FY 2021 CIP

9

Not included in current CIP,

+800 seats, Arl. Career

Ctr.

Page 10: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

27,928 29,142 30,002 30,617 30,861 31,191 31,121 31,051 30,979 30,954 30,862

599 -535

-573-588 -832 -1,162 -1,092 -1,022 -950 -925 -833

23,000

24,500

26,000

27,500

29,000

30,500

32,000

Enro

llmen

t

School Year

Overview: Comparing Projected Enrollment (PreK thru Grade 12) and Capacity in the FY 2021 CIP

All Arlington Public Schools (APS) budget and operations decisions are based on the best information available at the time. Staff and community members are reminded that funding forecasts from Arlington County and the state may change, based on many external factors. Similarly, student enrollment and projections are based on the best available information, but are also subject to change due to employment, housing and other economic factors. For these reasons, APS and the Arlington School Board may adjust future budget allocations, staffing and other operations decisions to reflect the existing community and operating landscape.

Source: APS, Planning & Evaluation, Fall 2019. Facilities & Operations, February 2020..

+752 seats,Fleet E.S.

+1,022 seats, Dorothy Hamm

M.S., The Heights (Grade 6 to 8)

+237 seats, Arl.Tech, The Heights (Grades 9 to 12)

+80 seats, Arl. Tech

+732 seats,Reed E.S.

+90 seats, Arl. Tech

+600 seats, Ed Center

Not included

in current CIP, +800seats, Arl. Career Ctr.

2019 Enrollment

School Seats

Projected Enrollment

NoteStarting in 2025-26, the elementary school enrollment projections are completely based on assumptions* for K to Grade 5 students from:• Births• Future construction• Past cohort transition rates

continuing into the futureThe same is true starting in 2028-29 for Grades 6 to 8 in the middle school enrollment projections. Likewise, starting in 2029-30 for Grade 9 in the high school enrollment projections.

* Projection assumptions only apply to Grades K to 5. PreK is not projected and is an estimate provided by the Department of Teaching and Learning. The PreK estimate is added to each Grade K to 5 projection to produce elementary enrollment totals for PreK to Grade 5 for each projection year.

10

Page 11: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

The School Board’s FY 2021 CIP

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Page 12: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

School Board’s Proposed FY 2021 CIP

12

Project Description(projects in italics are from the FY19-28 CIP; the others are new) Operating

CapitalReserve1

Previous Bond

Funding FY 2020 FY 2021 FY 2022Seats Available in Fall 2019 Fall 2020 Fall 2021

ENROLLMENT CAPACITY New ES at Reed - Expanded (725 seats in 2021) 2 1.25$ 4.00$ 2.75$ 2.75$ 24.10$ 17.75$ 2.40$ 725 55.00$ Education Center Reuse (600 HS seats in 2021) 0.75$ 1.50$ 20.00$ 14.10$ 2.15$ 600 38.50$ Arlington Tech Expansion (FY17-26 project; 250 seats in 2021) 0.75$ 13.00$ 5.00$ 250 18.75$ Planning funds to provide options to meet 10-year projected seat needs 2.00$ 2.00$ Design funds to meet 10-year projected seat needs 5.00$ $3.10 7.70$ 16.60$ 32.40$ IMPROVEMENTS AT EXISTING FACILITIESMajor Infrastructure Projects 7.40$ 7.60$ 7.80$ 22.80$ Refresh and Kitchen Renovation - ATS, Key, McKinley 2.60$ 7.65$ 10.25$ Entrance Renovation - Taylor, Gunston, Jefferson, Williamsburg, Wakefield 5.30$ 5.30$ The Heights Building - TBD after Summer 2020 Work Session -$ -$ -$ Transportation Staff Facility Renovation Phase 1 (December 2020) 2 2.10$ 2.10$ Transportation Staff Facility Renovation Phase 2 (March 2021) 1.20$ 1.20$ Trades Center - bus parking repaving, regrading, etc. TBD -$ Field conversion to synthetic turf - Kenmore MS (APS share) 3 1.35$ 1.35$

TOTAL PROJECTS 2.75$ 5.30$ -$ 2.75$ 64.10$ 42.35$ 39.15$ 24.40$ 189.65$

2020Referendum

300 Shows the number of seats coming online that year BOND REFERENDA AMOUNTS 54.00$

Debt Service Ratio Target ≤9.8% FY 2020 FY 2021 FY 2022Debt Service Ratio -- APS 8.91% 9.07% 9.27%

Annual Bond Issuance 42.35$ 39.15$ 24.40$ Annual APS Debt Service Increase $1.52 $0.60

1 Capital Reserve funds are allocated to projects in order to mitigate the need for bond funding.2 Funds have already been transferred from the Capital Reserve to the project and are therefore not included in the total.3 There are no other field conversions planned in the 10-year horizon at this time.

TOTAL FUNDING

IN FY 2021 CIP

Debt Service Ratio is calculated based on the FY 2021 School Board adopted budget projected out for ten years with no increase in County revenue.

OTHER FUNDING SOURCESJoint Fund

APS | ArlCo

Color coding in the chart above corresponds with the bond referendum year in which it would be approved by the voters as shown on the line "Bond Referenda Amounts" below (e.g., figures in purple above would be in the 2024 referendum).

BOND FUNDING

Page 13: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

The School Board’s FY 2021 CIP Projects Changes under consideration are highlighted

Focus Projects

Enrollment Capacity

New elementary school at Reed site

Renovation of the Education Center

Renovations for Arlington Tech at the Career Center

Planning & Design funds to meet 10-year projected seat needs, designed within budgetary constraints, and to include creative solutions that may affect planning and seat design and additions at all school levels Add “and to address accessibility at The Heights”

Improvements for Existing Facilities, Other Needs

Facility refreshes and kitchen renovations at ATS, Key and McKinley

Two options still under consideration – The Heights field and a covered entrance

Security entrances for Taylor, Gunston, Jefferson, Williamsburg and Wakefield

Major Infrastructure

Transportation Staff Facility Project Phases 1 and 2

Field conversion to synthetic turf at Kenmore MS in FY 2022 (dependent on County timeline)(note: there are no other field conversions planned in the 10-year time horizon at this time)

Planning REFINE the direction for development of the next CIP

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Page 14: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

Projects Funded and Underway

New Elementary School at the Reed Site• In November 2018, Arlington voters

supported a bond that included $44.25 million for the completion of the new school at the Reed site

• Construction is on track, and facility is scheduled to open for 2021-22 school year

• McKinley Elementary School administration will move to the new building in summer 2021*

• Project adds 732 additional seats for elementary school students, addressing urgent need for elementary school capacity*In fall 2020, the boundaries for most elementary schools will be adjusted and take effect in the 2021-22 school year

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Page 15: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

Projects Funded and Underway

New High School Seats through Reuse of the Education Center• In November 2018, Arlington voters

supported a bond that included $32.25 million for the completion of the renovation of the Education Center

• After the Fall 2020 bond sale occurs, the Education Center funds will be replenished, and construction will proceed

• Opening now planned for January 2022• Facility will expand capacity for

Washington-Liberty High School • Project repurposes office building, adding

600 additional seats for high school students, addressing urgent need for high school capacity

15

Page 16: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

Projects Funded and Underway

Reconfiguring the Career Center/Arlington Tech• In November 2018, Arlington voters supported a

bond that included $18.75 million to renovate the Career Center to accommodate the Arlington Tech Program

• Several projects have been completed and more projects are planned

• When completed, the Career Center will provide a total of 600 seats for Arlington Tech

• All 600 seats will be available for School Year 2021-22, some of which will be in relocatable classrooms

Funds for the project• $13.0 million - spent/encumbered/in approved

budget• $0.75 million - Operating funds not yet requested• Bonds remaining to be sold: $5.0 million

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Page 17: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

OLD VERSION - Planning and Design Funds

Planning and design funds for additional seats are merged and the scope is expanded to include all school levels and to address accessibility at The Heights, if needed

Interim Superintendent's Proposal School Board’s Proposal

For seats at the secondary level:• Middle School: $6.7M ($2.5M from

Capital Reserve; $4.2M from bonds in FY 2022)

• High School: $27.7M ($5.2M from Capital Reserve; $12.4M from bonds in FY 2022; $7M in previous bond funds; $3.1M from bonds being sold in Fall 2020)

TOTAL FUNDING: $34.4M

To meet the 10-year projected need for seats, designed within budgetary constraints, and to include creative solutions that may affect planning and seat design and additions at all school levels and to address accessibility at The Heights if needed:$34.4M ($7M in previous bond funds; $3.1M from Fall 2020 bond sale; $7.7M from Spring 2021 bond sale; $16.6M from Spring 2022 bond sale)

Total funding in School Board’s Proposed FY 2021 CIP: $34.4 million17

Page 18: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

UPDATE - Planning and Design Funds

Referendum in Fall 2020 Only

18

Bond Referendum

Date

BondSalesDate

Total Funds

Available

PlanningFunds

DesignFunds

Capital Projects for which Design

Funds are Required

Completion Dates for Capital Projects

(Referendum Date for Construction Funds)

Previous Previous $7.0M $2.0M $5.0M The Heights Option A, B, or C; Capital Projects approved in FY22 CIP to meet 10-year capacity needs

August ’23(Fall ‘20 Referendum) August ’24(Fall ‘22 Referendum)August ’26(Fall ‘24 Referendum)

Previous Fall ‘20 $3.1M $3.1MFall ‘20 Spring ‘21 $24.4M $24.4M

Total $34.4M $2.0M $32.4M

Page 19: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

Update - Planning and Design Funds

• Design funds for capital projects are typically included in the bond referendum prior to the referendum in which construction funds for the projects are included to optimize debt service

• Design funds are included in soft costs• Soft costs typically account for 20% of total project costs• Pre-construction soft costs account for up to 80% of total soft costs

or 12.8% of total project costs• $32.4M design funds in the FY21 CIP equate to about $217M

construction costs or $250M total project costs• Unused design funds can be applied to future capital projects

19

Page 20: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

Projects Proposed for the FY 2021 CIP

Project Total ATS Key McKinley

Refresh Includes paint, lighting, floor, etc.

$ 2.08 $ 0.93 $ 1.05 $ 0.10

Kitchen Renovation and Expansionincludes renovation of kitchen and additional space, kitchen equipment, and owner (soft) costs

$ 7.69 $ 2.17 $ 2.76 $ 2.76

Estimated Total Cost in 2020 Dollars $ 9.77 $ 3.10 $ 3.81 $ 2.86

1-year Escalation at 5% $ 0.48 $ 0.15 $ 0.19 $ 0.14Total Costs $10.25 $ 3.25 $ 4.00 $ 3.00

Portion of Total Funding Needed July 2020 to May 2021

$ 2.56 $ 0.81 $ 1.00 $ 0.75

$ in millions

Refresh and Renovate ATS, Key and McKinley Facilities to Prepare for School Moves

20

Page 21: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

The Heights: Next Steps

21

• Additional study of accessibility without a full parking garage; Work Session to be held Summer 2020

• No funds for construction are included in the FY 2021 CIP and Fall 2020 referendum

• If funds for any options are included in a FY 2022 CIP and Fall 2021 referendum, construction may be completed in time for start of the 2023-24 School Year in August 2023

• If there is no FY 2022 CIP and Fall 2021 referendum, no option may be completed before August 2024

Page 22: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

Changes from Interim Superintendent’s Proposed FY 2021 CIP

Adds: Security Entrances at Taylor, Gunston, Jefferson, Williamsburg and Wakefield

Schools where the office is not located directly adjacent to the main entrance

Taylor Gunston Jefferson Williamsburg WakefieldTotal Project Cost 2021 Completion $945,000 $1,260,000 $1,260,000 $1,050,000 $525,000Total Project Cost 2022 Completion $992,250 $1,323,000 $1,323,000 $1,102,500 $551,250Total Project Cost 2023 Completion $1,041,863 $1,389,150 $1,389,150 $1,157,625 $578,813Total Project Cost 2024 Completion $1,093,956 $1,458,608 $1,458,608 $1,215,506 $607,753Total Project Cost 2025 Completion $1,137,714 $1,516,952 $1,516,952 $1,264,127 $632,063Total Project Cost 2026 Completion $1,183,222 $1,577,630 $1,577,630 $1,314,692 $657,346

Security Entrances

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Page 23: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

OLD VERSION - Major Infrastructure Projects

Major Infrastructure ProjectsThese are projects that are required for the upkeep of our schools and operations.

Funding included in FY 2021 CIP: $15.4 million• The FY 2021 CIP includes continued annual funding for major infrastructure

projects• These projects, which must continue in order to maintain existing APS

buildings, include--but are not limited to--the following:− HVAC− Roofing− Windows

23

Page 24: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

UPDATE - Major Infrastructure Projects

24

Previous Sales

Recently Completed

Previous Sales

Under Construction or About to Start

Previous Sales +FY 2021 CIP $7.6MSold Spring 2021Summer 2021 Construction Start

FY 2022 CIP $7.8MFuture CIP Sales

Schedule TBD

GunstonHVAC Replacement

Washington-Liberty Roof Coating

RandolphRoof Replacement

JeffersonSchool & Theater Roof Replacement

RandolphHVAC Replacement

KenmoreRoof Coating

ATSRoof Replacement

Hamm (original building)Roof Replacement

Jefferson Gymnasium Roof Replacement

Various SchoolsLED Lighting Replacement Projects

WilliamsburgRoof Replacement

BarcroftHVAC Replacement

OakridgeHVAC Replacement

Page 25: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

Projects Proposed for the FY 2021 CIP

Phase 1 – Funded and Underway• Staff break room, restrooms, showers,

exercise and training rooms• $2.10 million already provided from the

Capital Reserve• Interior demolition completed• Completion date: December 2020

Phase 2 – Proposed for FY 2021 CIP• Renovation of administrative offices• New ramp to make entire Trades Center

facility accessible• Completion date: March 2021• $1.2 million• May be constructed as a change order to

Phase 1− Delay in funding will increase project cost

Transportation Staff Facility Project

25

Page 26: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

Direction for the Spring 2021 Process:Four to Six Year FY 2022 CIP

The School Board will include direction on planning for enrollment growthAPS will complete an instruction-driven staff analysis to inform the FY 2022 CIP. The analysis would provide capital and/or non-capital solutions that:• Meet the projected need for seats at all levels based on the Fall 2020 projections

• Potentially include additions, modifications, program moves, leased space, new construction, and/or other solutions that fit within the projected 10-year CIP funding

• Consider creative solutions for sizes, grade levels, and locations of all option schools, to include consideration of Pre-K thru 8 and/or Grades 6-12 models of instruction for some option schools

• Provide the appropriate facilities to accommodate the full-time high school students on the Career Center campus

• Examine creative solutions for more efficient use of the Career Center campus

• Consider creative solutions to meet accessibility and short-term parking needs at The Heights (combines two points on Heights from June 16 work session)

• Note - more direction is still being considered by the School Board

26

Page 27: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

Instruction to Lead Planning

Opportunity to rethink how best to serve students while finding some efficiencies

• Enrollment continues to grow, anticipating 30,000 students by 2021-22

• Our financial situation has changed, and there are fewer funds available to meet all needs

• The Career Center Expansion project cost estimates rose significantly over time, making the project too expensive

• School Board direction: “Complete an instruction-driven staff analysis to inform the FY 2022 CIP”

27

Page 28: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

Timeline and Next Steps

28

Page 29: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

Draft 2020-21 Schedule to Prepare for the Next CIP

2020-21 School Board Meetings and APS Activities

Summer Work Session - The Heights Field and Parking with stakeholders

AugustWork Session - 2021-22 Planning Projects • Review of 2019 10-Year Enrollment Projections• Boundary timelines• CIP• Review of sites identified by County Manager

October Work Session - PreK-12 Instructional Program Pathways (IPP)

December Adoption of the following:• Elementary school boundaries• CIP Framework that prioritizes direction in the IPP

February • Work Session - 2020 10-Year Enrollment Projections and Annual Update (no AFSAP)• APS conducts after action review of Career Center Expansion Project

May and June

• Superintendent Proposes 4-to-6 Year FY 2022 CIP, shaped to achieve the vision of the IPP• CIP Work Sessions and School Board Adoption

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*Note: APS produces the Arlington Facilities and Student Accommodation Plan (AFSAP) every two years to inform the CIP. Staff will continue to use the 2019 AFSAP with updated projections, and the next AFSAP will be presented in Fall 2021.

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School Board’s FY 2021 CIP Timeline

2020 Topics/EngagementMay 21 School Board Meeting • Interim Superintendent presents Proposed FY 2021 CIP

• Staff present Career Center Expansion Project Concept DesignMay 27• CIP Work Session #1• Public Hearing on the proposed CIP

Agenda – Interim Superintendent's Proposed FY 2021 CIP

May 28 Work Session NEW #2 Agenda – Career Center and Preparing for the 2022-26 CIPJune 2 CIP Work Session #3 Agenda – School Board’s Proposed CIP

• Priorities for the School Board’s Proposed FY 2021 CIPJune 4 School Board Meeting School Board presents Proposed FY 2021 CIPJune 16 CIP Work Session #4 Agenda – School Board’s Proposed FY 2021 CIP

June 23 Joint Work Session with County Board

Agenda - Joint session with County Board• FY 2021 CIP approach, revenue and budget situations• Share and discuss the FY 2021 CIPs and direction for future CIPs

June 25 School Board Meeting School Board Adopts the FY 2021 CIP and provides direction for the next CIP• Adopts the Concept Design Action on the Career Center Expansion Project

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Page 31: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

School Board’s FY 2021 Capital Improvement

Plan (CIP)

Joint School Board and County BoardWork SessionJune 23, 2020

Page 32: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

Extra Slides

Page 33: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

Current Environment Affects CIP Process

Uncertain Budget Situation• The impact of COVID-19 has significantly reduced Arlington County’s revenues

− The County will not prepare estimates for future years' revenue at this time, which are typically used by both APS and the County to build their 10-year Capital Improvement Plans (CIP)

• Arlington County and APS will experience continued revenue loss• Reopening of school this fall will require significant additional resources

Focus on Planning for Return to School• Current priority for APS leadership and staff is planning for return to school

− Staff Work Groups leading efforts in Instruction, Operations, Communications & Activities− Data from surveys of students, staff and families being compiled and analyzed− Ongoing meetings to coordinate with regional school divisions

• Superintendent will provide update at June 25 School Board meeting• APS Return to School Plan scheduled to be shared in early July

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Page 34: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

Projects Funded in the FY 2019-28 CIP

Creating Financial Flexibility with the Reed and the Education Center ProjectsIn November 2018, Arlington voters supported a bond that included:

• $44.25 million for the completion of the new school at the Reed site• $32.25 million for the completion of the renovation of the Education Center

We need to make adjustments to complete both projects:• The County will not proceed with the Spring 2020 bond sale until Fall 2020• Both the new elementary school at the Reed site and the Education Center projects

require funding from the 2020 bond sale to be completed• APS will use the funds previously sold and currently available for the Education Center

towards the completion of the new elementary school at the Reed site• Once the bond sale occurs, the Education Center funds will be replenished• APS expects to begin construction of the Education Center immediately after bonds are

sold in the fall, which may delay project opening until January 2022 or a later date to be determined

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Page 35: School Board’s FY 2021 Capital Improvement Plan (CIP) · 2020. 6. 24. · Agenda • Overview of FY 2021 CIP Process • The School Board’s FY 2021 CIP • Funding Scenario −Project

Planning and Design Funds

Referenda in Fall 2020 and Fall 2021

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Bond Referendum

Date

BondSalesDate

Total Funds

Available

PlanningFunds

DesignFunds

Capital Projects for which Design

Funds are Required

Completion Dates for Capital Projects

(Referendum Date for Construction Funds)

Previous Previous $7.0M $2.0M $5.0M The Heights Option A, B, or C; Capital Projects approved in FY22 CIP to meet 10-year capacity needs

August ’23(Fall ‘21 Referendum) August ’24(Fall ‘22 Referendum)August ’26(Fall ‘24 Referendum)

Previous Fall ‘20 $3.1M $3.1MFall ‘20 Spring ‘21 $7.7M $7.7MFall ‘21 Spring ‘22 $16.6M $16.6M

Total $34.4M $2.0M $32.4M