On May 8, 2024, the MSBA presented its first POE Insights program at Plymouth South High School. The topic was “Planning for Building Turnover & Operation.” Attended by about 45 school administrators and facilities staff from 22 school districts across Massachusetts, the first POE Insights program provided perspectives from Facilities Directors, Business Managers, OPMs and Engineers, as well as key staff members from Plymouth Public Schools about the skillsets and training needed for successful operation of a new school facility.
After a warm welcome from Plymouth Public Schools Superintendent, Dr. Chris Campbell, MSBA Chief Executive Officer, Jim MacDonald, and MSBA Executive Director Mary Pichetti laid out the learning goals for the day. Moderators Chris Alles, Director of Project Management, and Becca Whidden, Project Manager III led a three-part panel discussion addressing how to plan for building turnover and operation Before, During, and After construction.
Massachusetts Inspector General, Jeffery S. Shapiro, joined a seasoned group of panelists, including Justin Thibeault (Ai3 Architects), Wayne Mattson (Griffith & Vary), Shawn Newell (Town of Lexington), (Brendon Roy) (City of Cambridge), Rick Bedard (Town of Millbury), and Keith Baldinger (Town of Shrewsbury).
The first panel session addressed the importance of planning for operations even before construction begins. Panelists spoke to the value of identifying what skillsets are necessary to operate new systems and budgeting for qualified staff, budgeting for training, establishing clear communication protocols for and between project decision makers, and understanding the potential pitfalls of using proprietary building systems and controls.
Inspector General Shapiro opined that new school buildings are really, “a series of super computers, not just a finely stacked pile of bricks.” Citing the recent lighting system failure at Minnechaug Regional High School, the I.G. offered his additional recommendation against purchasing a proprietary system that a district is not able to manually control. His recommendation extended to ensuring that there is a manual override procedure available.
The second panel session focused on the preparation necessary for building operation during construction. Panelists discussed the importance of training for all school and district staff anticipated to be involved in the operation of the new systems, noting that poor training and a lack of understanding of contemporary building systems among facilities staff are at the root of many operational challenges faced by school districts. Several speakers also emphasized how important it is for district staff to stay actively engaged during construction. Suggestions included engaging facilities staff early in the construction process to keep them involved in any changes or updates made to the way the systems will operate; leaning on OPMs and designers to advocate for district training needs, and signing off on training only after it has been completed.
The third and final panel session offered insight into how to best prepare for building operation after construction has been completed. Key topics explored by panelists included the importance of monitoring utility data, budgeting for custodial and maintenance staff, understanding warranties and how to implement them, and withholding retainer fees until the system is operating as it should. Two panel members also explained why budgeting for additional costs is necessary; procuring additional training and even hiring consultants to assist with building operations are two ways that districts can adapt more easily to the operations of the new building.
The third and final panel session offered insight into how to best prepare for building operation after construction has been completed. Key topics explored by panelists included the importance of monitoring utility data, budgeting for custodial and maintenance staff, understanding warranties and how to implement them, and withholding retainer fees until the system is operating as it should. Two panel members also explained why budgeting for additional costs is necessary; procuring additional training and even hiring consultants to assist with building operations are two ways that districts can adapt more easily to the operations of the new building.
Program Materials
