Austin Independent School District Environmental Stewardship Advisory Committee Meeting Agenda November 18, 2015 5:30 7:30 pm Carruth Administration Center, 1111 W. 6 th Street, Board Auditorium Committee Charge The Environmental Stewardship Advisory Committee (ESAC) assists the district in being a recognized example of environmental education, stewardship, and sustainability. The ESAC serves as an advisory body to the Superintendent, who is responsible for administrative decisions and for providing administrative and policy recommendations to the Board for approval. For more information, visit: http://www.austinisd.org/advisory-bodies/esac. Agenda I. Welcome and Approval of Minutes ESAC Co-chairs * 5:30 5:35 II. Citizens Communication Meetings are open to the public and conducted in accordance with the AISD District Advisory Bodies Citizens Communications and Visitor Guidelines. Citizens 5:35 5:45 III. Facilities & Construction Management Updates a. Construction Management Updates Robert Hengst 5:45 5:55 b. Schoolyard Project Request Updates Juan Nuñez/Anne Muller 5:55 6:05 c. Energy & Water Conservation Updates Juan Nuñez 6:05 6:20 IV. Sustainability Master Plan & Resource Fair Updates Jen Cregar 6:20 6:25 V. Subcommittee Work Session Subcommittee Chairs^ 6:25 7:25 VI. Requests for Information and Future Meetings ESAC Co-chairs 7:25 7:30 * The ESAC co-chairs are Monica Lopez Magee, Paula McDermott, Matthew Nelson, and Monica Sanchez. ^ The ESAC subcommittee chairs are: Energy & Water Subcommittee Chairs = Juan Nuñez Food & Nature Subcommittee Co-chairs = Anneliese Tanner & Anne Muller Transportation & Air Quality Subcommittee Chair = Mary Priddy Waste & Procurement Subcommittee Chair = Ilya Shmulenson
Austin Independent School District Environmental Stewardship Advisory Committee Meeting Minutes October 28, 2015 6:30 8:30 pm Carruth Administration Center, 1111 W. 6 th Street, Board Auditorium Attendees Members in Attendance Bianca Bidiuc Laura DiCarlo Cassidy Ellis L.V. Finnegan Colleen Garland Charlie Gutierrez Kris Hafezizadeh Sherry Lepine Monica Lopez Magee* Annette Lucksinger Kate Mason-Murphy Paula McDermott* Chris Moore Amanda Mortl Walker Anne Muller Matthew Nelson* Juan Nunez Mary Priddy Lonnie Sclerandi Ilya Shmulenson Ryan Spencer Chris Stewart Jon Stott Anneliese Tanner Dub Taylor Susan Wall Staff Coordinators in Attendance Jennifer Cregar Paul Turner Members Not in Attendance Theresa Burke Garcia Martha Cason Sam DeSanto Robert Hengst Sarah Holland Dawn Lewis Jazzminy Martinez Stephanie Perrone Monica Sanchez* Cynthia Wilcox Citizens Communication None Visitors None * Indicates Committee Chair 1
Minutes I. Welcome and Approval of Minutes Environmental Stewardship Advisory Committee (ESAC) Co-chair Matthew Nelson called the meeting to order at 6:36 pm. The September 23, 2015, meeting minutes were approved. II. Citizens Communication No citizens signed up to speak. III. Sustainability Master Plan Updates Sustainability Coordinator Jen Cregar and ESAC Co-chair Paula McDermott provided an update on their participation in the October 8, 2015, Austin ISD Board of Trustees Community Engagement Subcommittee, where Ms. Cregar requested the subcommittee s support for a resolution directing staff to create the sustainability master plan (SMP). Chairperson Ann Teich indicated she would support the resolution. Other attendees provided general feedback on the plan, including the need for the plan and the process of creating the plan to be: culturally relevant and accessible, aligned with other district planning efforts, a showcase of innovation, and helpful and illustrative for campuses rather than directive and restrictive. Members of the subcommittee also expressed interest in hearing from the ESAC more regularly. Ms. Cregar reported that district staff are moving forward with attempting to get the proposed SMP resolution on the Board s November or December agenda, and the plan s development will move forward as planned. The ESAC subcommittees will begin to gather background information in anticipation of a day-long SMP visioning and kickoff workshop in mid-january 2016. ESAC members and others from the community will be invited to participate in the kickoff workshop and ESAC subcommittees to develop the plan. A request was made for substitute teachers to be paid for teachers wishing to participate in the kickoff workshop. Preference was expressed for having a single, allday workshop versus two half-day workshops. IV. ESAC Subcommittee Structure & Breakouts ESAC Co-chair Monica Lopez Magee presented a simplified approach for forming subcommittees that will help develop the goals, actions, timelines, and metrics that will be included in the SMP relevant to each subcommittee s scope. Ms. Lopez Magee outlined two options for organizing the subcommittees around thematic resource areas, as shown below. 2
Option 1. Eight (8) Stand-alone Thematic Working Groups 1. Energy 2. Water 3. Transportation 4. Air Quality 5. Waste 6. Procurement 7. Nature 8. Food Option 2. Four (4) Combined Thematic Working Groups 1. Energy & Water 2. Transportation & Air Quality 3. Waste & Procurement 4. Nature & Food After discussion of the pros and cons of each option, the ESAC members present voted for Option 2 by a vote of 15 (Option 2) to 10 (Option 1), with one abstention. The ESAC members then broke into the four new subcommittees based on preference. The subcommittee members identified a chair or co-chairs, priorities related to their resource area that they would like to see included in the SMP, and suggestions for how to seek community feedback on their resource area for potential inclusion in the SMP. V. Requests for Information and Future Meetings A suggestion was made to review the City of Austin s comprehensive plan, Imagine Austin, for goals and strategies that may be relevant to the SMP. A request for a presentation on Imagine Austin was requested for a future meeting. ESAC Co-chair Matthew Nelson adjourned the meeting at 8:31 pm. The next regular ESAC meeting will be November 18, 2015. Subcommittees may meet separately prior to the next meeting. 3
ENVIRONMENTAL STEWARDSHIP ADVISORY COMMITTEE MEETING AGENDA NOVEMBER 18, 2015 I. Welcome and Approval of Minutes ESAC Co-chairs * 5:30 5:35 II. Citizens Communication Meetings are open to the public and conducted in accordance with the AISD District Advisory Bodies Citizens Communications and Visitor Guidelines. Citizens 5:35 5:45 III. Facilities & Construction Management Updates a. Construction Management Updates Robert Hengst 5:45 5:55 b. Schoolyard Project Request Updates Juan Nuñez/Anne Muller 5:55 6:05 c. Energy & Water Conservation Updates Juan Nuñez 6:05 6:20 IV. Sustainability Master Plan & Resource Fair Updates Jen Cregar 6:20 6:25 V. Subcommittee Work Session Subcommittee Chairs^ 6:25 7:25 VI. Requests for Information and Future Meetings ESAC Co-chairs 7:25 7:30 * The ESAC co-chairs are Monica Lopez Magee, Paula McDermott, Matthew Nelson, and Monica Sanchez. ^ The ESAC subcommittee chairs are: Energy & Water Subcommittee Chairs = Juan Nuñez Food & Nature Subcommittee Co-chairs = Anneliese Tanner & Anne Muller Transportation & Air Quality Subcommittee Chair = Mary Priddy Waste & Procurement Subcommittee Chair = Ilya Shmulenson AUSTIN INDEPENDENT SCHOOL DISTRICT 1
CONSTRUCTION MANAGEMENT UPDATES ROBERT HENGST EXECUTIVE DIRECTOR, CONSTRUCTION MANAGEMENT AUSTIN INDEPENDENT SCHOOL DISTRICT 2
AISD CONSTRUCTION MANAGEMENT DEPARTMENT ORGANIZATION CHART Austin Independent School District Construction Management Department Organization Chart Robert Hengst Executive Director Karen Reeder Executive Assistant Curt Shaw Ron Thoma Program Controls Uly Flores Bond Project Management Chaneel Daniels Bond & Project Administration Zack Pearce JOC/PM Services Scott Morrison Facilities Info. Systems Lori Tellez Office Management David Downing Campus Support Proj. Management Contracted Services Randy Baldwin Bond Services Marc Brewster Architectural Andrew Miller Architectural Tony Cuellar Accountant Amy Loyd Specialist Maricia Clark Admin. Asst. Naomi VanMunster Acct. Tech. Norman Barker Design Control Bruce Davis Architectural Julie Moore Architectural Mary Rodriguez Acct. Tech. Steve Barrington CAD Technician Anne Smith Admin. Asst. Bob Ross Roofing Anita Uphaus Ed. Specs Craig Estes Architectural Ponciano Morales Architectural Rosa Jimenez- Randolph Contracts Jeffrey Ray CAD Technician Terry Turnipseed Mechanical Laura Gass Constructability Kathy Genet Architectural Florence Rice Architectural Phyllis Scott Contracts Irene Krill Proj. Facilitator Deborah James Architectural Randall Sakai Engineering Gloria Montes Contracts Chris Knight Bldg. Operator Rick Kaven Engineering Roben Taglienti Architectural Angela Carillo Intern Michael Mann Architectural Rumman Zamir Engineering Paul Medrano Architectural AUSTIN INDEPENDENT SCHOOL DISTRICT 3
SCHOOLYARD PROJECT REQUEST UPDATES JUAN NUÑEZ DIRECTOR, MAINTENANCE ANNE MULLER OUTDOOR LEARNING SPECIALIST AUSTIN INDEPENDENT SCHOOL DISTRICT 4
SCHOOLYARD IMPROVEMENT PROJECTS: THE BASICS *** Application available at: http://bit.ly/1quldj1 *** All improvements to school grounds MUST be approved by Principal and Facilities. Principal signs off on proposed project. Facilities signs off on location and structural integrity/safety. Projects completed without Facilities approval may be modified/removed. Applies to any type of schoolyard improvement, such as: Gardens Rainwater collection systems Trails/paths/sidewalks Shade structures Landscaping/trees Bee/bird/bat houses Ponds Etc. Campus is responsible for ALL funding, labor, and materials.
SCHOOLYARD IMPROVEMENT PROJECTS: HOW TO Step 1. Form project team and identify project lead. Potential project consultants: Anne Muller, Outdoor Learning Specialist, anne.muller@austinisd.org Jen Cregar, Sustainability Coordinator, jennifer.cregar@austinisd.org Step 2. Draft Schoolyard Improvement Project Application. Potential resource: Guide to Greening Your Schoolyard (forthcoming) Step 3. Review Application with principal and obtain his/her approval. Step 4a. Submit Work Order requesting review of Application. Must reference Application in Work Order. Step 4b. Email signed Application to ProjectRequest@austinisd.org. Must include Work Order # on Application. Must attach aerial view and/or site plan of proposed project location. Step 5. Facilities staff reviews application and provides approval/feedback in 2-4 weeks. Step 6. Once approved, finalize labor and materials delivery, confirm compliance with applicable regulations, and complete project.
ENERGY & WATER CONSERVATION UPDATES JUAN NUÑEZ DIRECTOR, MAINTENANCE AUSTIN INDEPENDENT SCHOOL DISTRICT 7
Austin Independent School District Department of Maintenance & Operations Utilities Report FY2011 FY2015 Prepared By (www.teesi.com) November 2015 All source data provided by AISD via EnergyCenter based on bills received from providers as of October 2015 Background images/photos used by TEESI under license from Shutterstock.com
Annual Electric Consumption ( kwh) 167 kwh 154 kwh 146 kwh 149 kwh 155 kwh Annual Electricity Costs ( $) Austin Independent School District FY2011-FY2015 Utilities Report 350 280 210 Whole-District Electricity Consumption and Expense $13.8 $12.9 $15.0 $15.4 $16.3 AISD Electrical Usage & Cost Over 5 Years $20 $16 $12 140 $8 70 $4 0 FY2011 FY2012 FY2013 FY2014 FY2015 $0 Prepared by TEESI www.teesi.com 1 of 7
Electricity Utilization Index (kwh/ft 2 /Yr) Electricity Cost per Square Foot ($/ft 2 /Yr) Austin Independent School District FY2011-FY2015 Utilities Report 18 15 District Electricity Cost and Consumption Metrics (Building ft 2 Normalized) AISD Electrical Consumption & Cost Trends Over 5 Years $1.50 $1.25 12 $1.00 9 $0.75 6 $0.50 3 $0.25 0 FY2011 FY2012 FY2013 FY2014 FY2015 $0.00 Prepared by TEESI www.teesi.com 2 of 7
Annual Gas Consumption (MCF) 135,906 MCF 131,321 MCF 172,239 MCF 186,827 MCF 185,750 MCF Annual Gas Costs ( $) Austin Independent School District FY2011-FY2015 Utilities Report Whole-District Natural Gas Consumption and Expense $1.2 AISD Natural Gas Usage & Cost Over 5 Years $1.4 $1.3 $1.6 $1.2 $0.9 $0.9 District Consumption $0.8 $0.4 FY2011 FY2012 FY2013 FY2014 FY2015 $0.0 Prepared by TEESI www.teesi.com 3 of 7
Energy Utilization Index (kbtu/ft 2 /Yr) Degree Days % of ASHRAE Normal (100% Represents Typical Austin Summer/Winter) Austin Independent School District FY2011-FY2015 Utilities Report Combined Energy Metrics (Building ft 2 Normalized) and Weather Trends 120 100 AISD EUI & Weather Trends 150% 125% 80 100% 60 55.6 kbtu/ft²/yr 49.5 kbtu/ft²/yr 46.9 kbtu/ft²/yr 51.4 kbtu/ft²/yr 51.9 kbtu/ft²/yr 75% 40 50% 20 25% 0 FY2011 FY2012 FY2013 FY2014 FY2015 0% Prepared by TEESI www.teesi.com 4 of 7
Annual Water Usage ( Gallons) 404 Gallons 364 Gallons 346 Gallons 319 Gallons 510 Gallons Annual Water Costs ( $) Austin Independent School District FY2011-FY2015 Utilities Report 800 Whole-District Domestic Water Consumption and Expense $2.8 600 400 $2.6 $2.2 District Usage $2.3 $2.4 $2.5 AISD Water Usage & Cost Over 5 Years $2.1 $1.4 200 $0.7 0 FY2011 FY2012 FY2013 FY2014 FY2015 $0.0 Prepared by TEESI www.teesi.com 5 of 7
Annual Sewer Usage ( Gallons) 279 259 263 246 230 Gallons Gallons Gallons Gallons Gallons Annual Sewer Costs ( $) Austin Independent School District FY2011-FY2015 Utilities Report Whole-District Wastewater/Sewer Consumption and Expense 500 $2.5 400 300 $2.3 $2.1 $2.3 $2.2 AISD Sewer Usage & Cost Over 5 Years $2.2 $2.0 $1.5 200 $1.0 100 $0.5 0 FY2011 FY2012 FY2013 FY2014 FY2015 $0.0 Prepared by TEESI www.teesi.com 6 of 7
Annual District Utility Costs ( $) Austin Independent School District FY2011-FY2015 Utilities Report Total District Utility Expenses by Category AISD Total Annual Utility Costs Sewer $19.8 $18.2 $20.5 $21.4 $22.2 Water Nat. Gas Electricity AISD FY FY2011 FY2012 FY2013 FY2014 FY2015 Prepared by TEESI www.teesi.com 7 of 7
RESOURCE FAIR UPDATE No fall resource fair; aim for February 2016 Possible format: teacher- / student-led workshops on topics identified in sustainability survey Want to help? Contact Jen to start organizing post- Thanksgiving. AUSTIN INDEPENDENT SCHOOL DISTRICT 21
SMP: NEXT STEPS Ongoing: baseline development Early Dec to mid-jan: green school media campaign 1/14 or 1/15: vision/scoping kickoff event Invites mid-december Mid- to late Jan: online vision/scoping feedback 1/27: ESAC meeting to refine baseline and vision Feb: non-esac members join subcommittees Formal kickoff with all subcommittees? 3/7: Board Dialogue on draft baseline and vision AUSTIN INDEPENDENT SCHOOL DISTRICT 22
SUBCOMMITTEES: ROLES & RESPONSIBILITIES Chair(s): Lead meetings and facilitate discussion, ensuring everyone s voice is heard Schedule and provide agenda for subcommittee meetings Share subcommittee progress with the ESAC and Jen (optional) Assign notetaker and/or other roles as needed (optional) May serve on another subcommittee Members: Actively participate and contribute Share hosting responsibility Note: ESAC co-chairs are not serving in leadership capacity as subcommittee members. Jen: Provide guidance Monitor and troubleshoot (if needed) overlap among subcommittees Ensure format and content uniformity among subcommittees Help find meeting locations if needed AUSTIN INDEPENDENT SCHOOL DISTRICT 23
SUBCOMMITTEES: NEXT STEPS Define your scope Identify baseline data wish list Energy & Water Electricity use, cost, and emissions Natural gas use, cost, and emissions Water use, cost, and emissions Food & Nature No. schools with active school gardens Transportation & Air Quality Transportation fuel use, cost, and emissions (buses, other vehicles, portable equipment) Waste & Procurement Landfill trash amount & emissions (very rough) Establish meeting schedule Identify subcommittee invite list AUSTIN INDEPENDENT SCHOOL DISTRICT 24
SUBCOMMITTEE BREAKOUTS AUSTIN INDEPENDENT SCHOOL DISTRICT 25
Austin ISD Environmental Stewardship Advisory Committee Subcommittee Meeting Notes - November 18, 2015 Please return completed form to Jen Cregar. Thank you! Subcommittee Name: Next meeting day / time: Next meeting place: Expected meeting frequency (subject to change): New subcommittee members: How do you define your subcommittee s scope, i.e., what s in/what s out?:
Austin ISD Environmental Stewardship Advisory Committee Subcommittee Meeting Notes - November 18, 2015 What information would you like to see as part of the baseline (i.e., where we are today) to help inform your subcommittee s work and the SMP?: Who else would you like to see on your subcommittee because of their expertise/ interest?:
AISD Application for Schoolyard Improvement Projects Revised June 22, 2015 Instructions: Please complete sections 1 3, and email completed application, aerial view of proposed project, and any questions to ProjectRequest@austinisd.org. ** You must also simultaneously submit a work order requesting review of this application. Please include the associated work order number in Section 1 and reference this application in the work order. Section 1: General Information Project Contact: Title: Phone: _ Email: Approval Schedule (Please check one): 2 Weeks: Site approval only 4 Weeks: Site approval and AISD Facilities support requested Expedited: Not guaranteed; explanation required Campus: Work Order # (REQUIRED): Application Date: / / Section 2: Schoolyard Improvement Project Plan Project Title: Project Type (Please check one): New project Expansion of an existing project Projected Start Date: / / Projected Completion Date: / / Project Description: Please describe the purpose of this project and how the space will be used. Project Location: Please describe the proposed location for the project and describe how the space is currently used. You are required to submit an aerial view and/or plan of the space (Google maps or campus site plan accepted).
AISD Application for Schoolyard Improvement Projects Revised June 22, 2015 Section 3: Principal Approval (To be completed by Principal) Approval (Please initial by each statement): I verify that this schoolyard improvement project is well planned and sustainable. I understand that funding, labor, maintenance, and upkeep are the responsibility of the campus. I approve the proposed schoolyard improvement project and proposed location. Principal s Signature: Date: / / Principal s Name (printed): Phone: Section 4: Approval (To be completed by Facilities) Assigned to: Grounds Infrastructure Trees Location Check List (Please check all that apply): Clear egress Free of dedicated AISD expansion plans Free of drainage impacts ADA compliant Ease of getting materials onto site Utility clearance Location Notes: Facilities Review: Initial Final I approve the schoolyard improvement project and location as described. Campus may proceed with project. I do NOT approve the schoolyard improvement project and location. You may rework your plan and resubmit. Reason: Initial Reviewer Signature: Date: / / Initial Reviewer (Printed): Final Reviewer Signature: Date: / / Final Reviewer (Printed):