School COST CALCULATOR A Joint-Use Tool for Fair Fees USER GUIDE EXCEL VERSION STEPS 1 Enter Basic District Data 2 Enter - Related Costs 3 Set Joint-Use Policies 4 Apply Fee Structure SPONSORS Active Living Research Convergence Partnership DEVELOPERS 21st Century School Fund Center for Cities & Schools FEBRUARY 2014
INTRODUCTION The joint use of public school facilities can create: Expanded educational programs and services; More integrated communities; Environmental benefits; and Fiscal savings and efficiencies. The School Cost Calculator, available both as a downloadable Excel file and online at www.bestfacilities.org/jointusecalc, enables school districts to do the following: 1) Determine the true cost of ownership of all of its facilities and grounds including operating, administrative, and capital costs 2) Develop a transparent fee structure for joint use of its facilities, based on the real cost of ownership and district policies on joint use OPERATING COSTS + ADMIN COSTS + CAPITAL COSTS = COST OF OWNERSHIP COST OF OWNERSHIP JOINT-USE POLICY FEES This user guide walks you through the four interconnected worksheets in the Excel version of the calculator. Each worksheet generates calculations based on values that you enter: facility data, time and use estimates, district policy assumptions, and district costs. You enter these values in the fields highlighted in yellow. The data used in this guide are for illustrative purposes only; we encourage you to tailor the Excel file to fit the unique realities in your district. See more resources on the joint use of public school facilities at www.bestfacilties.org. 1 School Cost Calculator
STEP 1: ENTER BASIC DISTRICT DATA 1 2 3 4 5 6 This tab collects the basic data, estimates, and assumptions that form the basis of the calculator s output. It also suggests the likely source for each indicator. It is important to note that some indicators are somewhat subjective (e.g., Building Depreciation Schedule) or variable (e.g., Total Usable Hours per Year). Altering these factors will change the final calculations. District Data and Policy - - Enter your district information where fields are yellow Cost of Ownership Amount (Sample Data) Unit Data Type Data Source Total Building Gross Square Footage (GSF) 9,317,862 GSF Actual School district Current- Year Building Replacement Value 250 /GSF Estimate Industry Building Depreciation Schedule 30 years Policy School district Total Site Acres 385 acres Actual School district Total Usable Hours per Year 2,500 hours Policy School district Core Space Factor 30% % Estimate Facility design standard 1 Total Building Gross Square Footage (GSF) The total GSF of all buildings in the school district inventory, in this example, 9,317,862. If the Cost of Ownership is to be analyzed related to only one facility, then the GSF would be of the one facility, but then all costs would need to be related to just that one facility. 2 Current-Year Building Replacement Value The estimate of the current market cost on a per square foot basis to replace the existing school facility or facilities in this example, 250 per GSF. This varies depending on regional construction and labor costs, as well as the quality of design and construction. The market cost of a school facility replacement value should include the hard costs for construction, as well as the soft costs for design and project management. It would not include site purchase costs, but it would include site preparation costs. 3 Building Depreciation Schedule The determination, based on the quality of design, materials, and construction quality, of the average life expectancy of major building systems, components, and structure in this example, 30 years. For example, if schools are built of brick, with slate roofs, terrazo floors, and tile interior wall hallways, they may be considered to have an 80-year life. If they are built with block, VCT floors, built-up roof, and sheet rock hallways, they would be considered to have a 30-year life. 4 Total Site Acres The total land area encompassed by district facilities, totaled in acres in this example, 385 acres. 5 Total Usable Hours per Year The total number of hours that the district operates a school facility so that it can be occupied by administrative staff and/or teachers and students. In this example, if the school can be occupied 5 days a week, 10 hours a day for 50 weeks, then the total usable hours is 2,500. 6 Core Space Factor The estimate of the percentage of the building GSF that is hallways, stairways, elevators, bathrooms, and operational support spaces included in the GSF of a building, but excluded from the net square footage of community-use space. In this example, that is an estimated average of 30%. School Cost Calculator Page 3 Developed by 21 2 School Cost Calculator
STEP 2: ENTER FACILITIES-RELATED COSTS This tab calculates the total annual facilities-related expenditures in a district. The costs are organized into three main categories: operating costs, administrative costs, and capital costs. Enter the annual school district budget expenditures for fields highlighted in yellow. The expenditure categories are typical, but you can customize them to your district by adding or changing categories. The operating expenditures are required to operate the facility safely and pay for utilities, custodial services, event setup, security, Cost of and Ownership overtime. In this (Sample example, Data) - - Enter the district s your total district operating information costs are 5.65 where per square fields foot. are yellow OPERATING COSTS Total District Cost Share Dedicated to Annualized Cost for Annual Cost/SF Cost/Hr/SF Operating Costs Utilities 6,600,000 0.71 0.00028 Maintenance and Repairs 13,027,519 1.40 0.00056 Custodial Services 26,386,387 2.83 0.00113 Security 6,238,555 0.67 0.00027 Custodial and Security Overtime 410,220 0.04 0.00002 Total Cost of Ownership Operating Costs (Sample Data) - - Enter your district information where fields 52,662,681 are yellow 5.65 0.00226 Admin- Related Costs Share These District are Facility the expenditures Office required to manage the operations 324,794 and capital Dedicated costs 100% associated to Annualized with the Cost 324,794 decision for making, Annual 0.03 0.00001 management, Real Estate Office and oversight of school facilities. For Total some District adminstrative 495,269 Cost cost categories, 100% you will want 495,269 to take Cost/SF a fraction 0.05 of Cost/Hr/SF 0.00002 Environmental Health Office 1,246,696 100% 1,246,696 0.13 0.00005 the total budget amount Operating for Costs example, if the superintendent s office spends 10% of its time attending to facilities-related School- Level Administration (Principal) 21,600,000 10% 2,160,000 0.23 0.00009 issues, Human Utilities you Resources can enter Administration 10% in the Share Dedicated to 3,728,837 column to calculate 10% the real annualized 6,600,000 372,884 cost. In this example, 0.04 0.71 0.00002 0.00028 administrative Maintenance and Repairs 13,027,519 1.40 0.00056 Cost Superintendent's Custodial of Services Ownership costs Office are 63 cents per square (Sample Data) - - Enter foot. your district 1,202,080 information 10% where fields 120,208 26,386,387 are yellow 0.01 0.00001 Payroll 2,246,089 10% 224,609 0.02 2.83 0.00001 0.00113 Security Share Office of Emergency Planning 190,052 50% 6,238,555 95,026 0.01 0.67 0.00000 0.00027 Custodial ADMIN and Security COSTS Overtime Dedicated to Annualized Cost 410,220 for Annual 0.04 Purchasing Department 2,056,328 5% 102,816 0.01 0.000004 0.00002 Total District's Insurance Operating Cost Costs Total District Cost 52,662,681 - Cost/SF 5.65 - Cost/Hr/SF 0.00226 Pensions & Admin- Related Benefits Operating Costs Costs 7,616,920 10% 761,692 0.08 0.00003 Total Utilities District Facility Administrative Office Costs 324,794 100% 5,903,994 6,600,000 324,794 0.63 0.71 0.03 0.00025 0.00028 0.00001 Maintenance Real Estate Office and Repairs 495,269 100% 13,027,519 495,269 1.40 0.05 0.00056 0.00002 Custodial Environmental Services Health Office 1,246,696 100% 26,386,387 1,246,696 2.83 0.13 0.00113 0.00005 Security School- Level Administration (Principal) 21,600,000 10% 6,238,555 2,160,000 0.67 0.23 0.00027 0.00009 Custodial Human Resources and Security Administration Overtime 3,728,837 10% 410,220 372,884 0.04 0.00002 Total Superintendent's Operating Office Costs 1,202,080 10% 52,662,681 120,208 5.65 0.01 0.00226 0.00001 Payroll 2,246,089 10% 224,609 0.02 0.00001 Office of Emergency Admin- Related Planning Costs 190,052 50% 95,026 0.01 0.00000 District Purchasing Facility Department Office 2,056,328 324,794 100% 5% 324,794 102,816 0.03 0.01 0.000004 0.00001 Real Estate Office 495,269 100% 495,269 0.05 0.00002 District's Insurance Cost - - Environmental Health Office 1,246,696 100% 1,246,696 0.13 0.00005 Pensions & Benefits 7,616,920 10% 761,692 0.08 0.00003 School- Level Administration (Principal) 21,600,000 10% 2,160,000 0.23 0.00009 Total Administrative Costs 5,903,994 0.63 0.00025 Human Resources Administration 3,728,837 10% 372,884 0.04 0.00002 School Superintendent's Cost Calculator Office 1,202,080Page 5 10% Developed by 21st Century 120,208 School Fund and the 0.01 Center for Cities 0.00001 and Schools These Payroll are the annual capital costs needed to keep facilities in 2,246,089 a state of good repair. 10% They are based 224,609 on the estimated 0.02 current 0.00001 Office of Emergency Planning 190,052 50% 95,026 0.01 0.00000 replacement value and the number of years estimated for the building s full depreciation. In this example, the annual capital Purchasing Department 2,056,328 5% 102,816 0.01 0.000004 costs Cost are District's of 9.61 Insurance Ownership per square Cost foot. (Sample Data) - - Enter your district information where fields - are yellow - Pensions & Benefits 7,616,920 Share 10% 761,692 0.08 0.00003 Total CAPITAL Administrative COSTS Costs Dedicated to Annualized 5,903,994 Cost for Annual 0.63 0.00025 Total District Cost Cost/SF Cost/Hr/SF Capital Costs Total Estimated Building Replacement Costs 2,329,465,500 77,648,850 8.33 0.00333 Long Term Debt Service 1,324,426 0.14 0.00006 School Capital Management Cost Calculator Costs Page 5 Developed by 21st 10,607,109 Century School Fund and the 1.14 Center for Cities 0.00046 and Schools Total Capital Costs 89,580,385 9.61 0.00385 3 School Cost Calculator
COST OF OWNERSHIP Once you have entered values for all of the facilities-related budget items, the calculator divides the Total Costs by the Total Square Footage and Total Usable Hours per Year to determine the Annual Cost per Square Foot (column E in the Excel file) and the Cost per Usable Hour per Square Foot (column F). ADD OPERATING COSTS 52,662,681 + + = ADMIN COSTS 5,903,994 CAPITAL COSTS 89,580,385 TOTAL COSTS 148,147,060 Cost of Ownership by Square Foot TOTAL COSTS 148,147,060 DIVIDED BY SQUARE FEET (SEE P. 2) 9,317,862 = ANNUAL COST PER SQUARE FOOT 15.90 Cost of Ownership by Square Foot Per Hour TOTAL COSTS 148,147,060 DIVIDED BY USABLE HOURS (SEE P. 2) 2,500 = COST PER USABLE HOUR PER SQUARE FOOT 0.00636 4 School Cost Calculator
STEP 3: SET JOINT-USE POLICIES This tab helps you develop a joint-use fee policy and structure. The worksheet includes five categories of users, each of which is charged a particular percentage of the costs associated with their use of the district s facilities. Set Joint- Use Policies- - Enter your district Civic Users 0% Level 1 Policy Decisio Program Partners 25% Level 2 Policy Decisio Community Users 50% Level 3 Policy Decisio Private Users 1 100% Level 4 Policy Decisio Private Users 2 200% Level 5 Policy Decisio You can customize the categories of users and the percentages charged to them in the fields highlighted in yellow. Level 1: Civic Users These are organizations or individuals from the local community who use the school facilities for civic purposes, such as voting, community meetings, informal recreation, and shelter in an emergency. The policy in the example above would give them free use of the building as a public benefit. Level 2: Program Partners These are nonprofit organizations or other public agencies that use the school facilities and whose primary purpose is to provide programs and/or services that are designed and operated to advance the academic success of the children in the school. The example above charges them only 25% of the cost. Level 3: Community Users These are nonprofit organizations or other public agencies that use the school facilities and whose primary purpose is to provide programs and/or services that serve the local neighborhood or community, but are not explicitly designed and operated to advance the academic success of the children in the school. The example above charges them only 50% of the cost. Level 4: Private Users 1 These are organizations, for profit or nonprofit, that are using the facility to raise revenue. The example above charges them 100% of the cost. Level 5: Private Users 2 These are for-profit organizations that are using a facility for business purposes. The example above charges them 200% of the cost. A transparent fee and subsidy structure is only one part of policy needed to support joint use. See www.bestfacilities.org to learn more about policy frameworks that support the joint use of public schools. 5 School Cost Calculator
STEP 4: APPLY FEE STRUCTURE This tab allows you to enter the Net Square Footage for different types of spaces, such as classrooms, cafeterias/multipurpose rooms, and gymnasiums. The calculator will help you determine the fees to charge for different types of spaces. Then, based on the policies established in Step 3, you can decide the percentage of facilities costs that you want to recover in this example, from 0% to 200%. Apply Fee Structure (Sample Data) - - Enter district information where fields are yello Apply Fee Structure (Sample Data) - - Enter district information where fields are yello Joint- Use Space Joint- Use Space Total Net Square Total Gross Square Annual Cost of Type of Space Core Space Factor Total Footage Net Square Total Footage Gross Square Ownership Annual Cost per Space of Type of Space Core Space Factor Footage Footage Ownership per Space Classroom 1,000 30% Joint- Use 1,300 Space 20,669 Cafeteria/Multipurpose Classroom Room 2,500 1,000 30% 1,300 3,250 20,669 51,673 Gymnasium Cafeteria/Multipurpose Room Total Net 7,500 2,500 Square 30% Total Gross 9,750 3,250 Square Annual Cost 155,018 51,673 of Type of Space Core Space Factor Gymnasium Footage 7,500 30% Footage 9,750 Ownership per 155,018 Space Apply Fee Structure (Sample Data) - - Enter district information where fields are yello Once Classroom you know individual space costs and the policies 1,000 to determine 30% what to charge, then 1,300 you can apply the discounts 20,669 or subsidies Cafeteria/Multipurpose to specific types Room of spaces. 2,500 30% Total Annual 3,250 Cost per Space 51,673 Gymnasium % of Costs 7,500 to be 30% Total Annual Cafeteria/ 9,750 Cost per Space 155,018 Classroom Fees Fee Levels % of Recovered Costs to be Multipurpose Cafeteria/ Fees Classroom Fees Civic Fee Levels Users Recovered 0% - Multipurpose Fees - - Program Civic Users Partners 25% 0% 5,167-12,918-38,754 - Community Program Partners Users 50% 25% 10,335 5,167 Total Annual Cost 25,836 12,918 per Space 77,509 38,754 Private Community Users Users 1 % of Costs to 100% 50% be 20,669 10,335 Cafeteria/ 51,673 25,836 Classroom Fees Gymnasium 155,018 Fees 77,509 Private Fee Levels Users 12 Recovered 100% 200% 20,669 41,338 Multipurpose 103,345 51,673 Fees 155,018 310,035 Civic Private Users Users 2 200% 0% 41,338-103,345-310,035 - Program Partners 25% 5,167 12,918 38,754 Community Total Cost/Hr Users 50% 10,335 Total Cost/Hr 25,836 77,509 Private Total Cost/Hr Users 1 100% 20,669 Cafeteria/ Total Cost/Hr 51,673 155,018 Private Total Usable Users Hours 2 Per Year 2500 200% Classroom 41,338 Fees Multipurpose Cafeteria/ 103,345 Fees 310,035 Total Usable Hours Per Year 2500 Classroom Fees Civic Users 0% - Multipurpose Fees - - Civic Program Users Partners 25% 0% 2.07-5.17-15.50 - Finally, you can assign an hourly fee for each space and each type of user. Program Community Total Cost/Hr Partners Users 25% 50% 2.07 4.13 Total Cost/Hr 10.33 5.17 15.50 31.00 Community Private Users Users 1 100% 50% 4.13 8.27 Cafeteria/ 10.33 20.67 Total Usable Hours Per Year 2500 Classroom Fees 31.00 62.01 Private Users 12 100% 200% 16.54 8.27 Multipurpose 41.34 20.67 Fees 124.01 62.01 Civic Private Users Users 2 200% 0% 16.54-41.34-124.01 - Program Partners 25% 2.07 5.17 15.50 Community Users 50% 4.13 10.33 31.00 Private Users 1 100% 8.27 20.67 62.01 Private Users 2 200% 16.54 41.34 124.01 School Cost Calculator Page 7Developed by the 21st Century School Fund and the Center for Cit School Cost Calculator Page 7Developed by the 21st Century School Fund and the Center for Cit School Cost Calculator Page 7Developed by the 21st Century School Fund and the Center for Cit 6 School Cost Calculator