Agenda Item
1. Capital Improvement & Facilities Update ~Updated 1.8.2026
Summary: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
CAPITAL IMPROVEMENT & FACILITIES
JANUARY 12, 2026
B O A R D O F E D U C AT I O N
U P D AT E
FACILITY ASSESSMENT
2025
The following slides provide information on the
Facility Condition Assessment (FCA) and
Facility Educational Adequacy process
FACILITY CONDITION ASSESSMENT
Facility Condition Assessment (FCA) Score is a measure of the physical condition
of each building. It is based on the cost of the identified physical deficiencies of
major building systems compared to the cost of replacing the building at the same
square footage. This includes major building items such as HVAC systems, roofing,
sitework, electrical, plumbing, etc. A score of 100 represents a new building with
no identified deficiencies.
How is the Facility Condition Assessment (FCA) Score Calculated?
FCI = Facility Condition Index
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FACILITY CONDITION ASSESSMENT
Is this assessment intended as a "to-do" list for maintenance and other operational staff to address?
No, DCSD staff have a firm understanding of the day-to-day maintenance and upkeep needs of the facilities. This
assessment data is planning level and is intended to inform as a metric to develop and prioritize major building
improvement or replacement projects. Once a project has been identified and prioritized, a more detailed scoping
exercise will occur.
Were all DCSD school facilities physically assessed on-site in this process?
No, in an effort to move towards a more sustainable and current assessment model, DCSD elected to assess
approximately 30% of the facilities. It is the intent of DCSD to assess a subset of the portfolio on an annual basis,
rather than the entire portfolio every 5 years. This approach provides more accurate and current data.
It appears that some facilities have improved FCA scores when compared to the 2021 assessments. What is the
reason for this?
This can happen for a number of reasons. One example is a facility that had a renovation or system replacement
(roof, HVAC). Another reason is that we have experienced once in a generation construction cost escalation. This
has caused the replacement costs of the facility to increase more than the deficiency costs, which leads to an
improvement in the FCA score. It should be noted that this increases uniformly and not just at certain schools.
Does the FCA scores include completed renovations or in-progress renovations or planned innovations?
All capital improvements completed before August 2025 are included in the FCA score.
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FACILITY EDUCATIONAL ADEQUACY
Educational Adequacy is a measure of how well a facility aligns with desired
standards by school type. This comparative metric reflects the best a campus can
be, within its constraints. It includes factors such as undersized or missing spaces,
improper FFE (Furniture, Fixtures, and Equipment), missing or outdated
technology, and undersized or missing site features (e.g., bus loop, drop off lane,
site acreage).
How is Educational Adequacy Scored?
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FACILITY EDUCATIONAL ADEQUACY
Questions
The smallest Elementary Adequacy Model is based on 4 sections per grade and
has a minimum capacity of 624. This leads to buildings significantly below this
capacity to score poorly. Is this intentional?
Missing spaces is one of the largest deficiencies when scoring for educational adequacy.
Schools with a capacity that is significantly below the standard will typically have a large
number of missing spaces. This is true for all grade levels (ES, MS and HS). Small
elementary schools are inefficient and have a higher cost per student to operate.
Is a low adequacy score a reflection on the teaching and program delivery
model within the school building?
No. Some of the District's highest performing schools are in facilities with low
adequacy scores.
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CAPITAL IMPROVEMENT PROJECTS
C A P I TA L I M P R O V E M E N T S U P D AT E S
CAPITAL IMPROVEMENT PROJECTS
The Miller Grove
Emergency Demolition The project team has The Operations team and
submitted the final list of Procurement are advancing
Project was substantially
several significant
completed during the recommended 2026
procurements which should
Winter Break. Summer projects. The
be advertised in January and
security vestibule schedules February, including:
will be completed by
Construction progress January 15, 2026. • Elevator Revitalization and
remains on time and Upgrade
within budget for the • Fernbank Science Center
Planetarium HVAC, Screen, and
major projects; New Roof
Sequoyah MS and HS, • Sagamore Hills Roof
Cross Keys HS, and The planning team • Druid Hills CMAR
Dresden ES. continues to meet regularly • Druid Hills HS Roof Replacement
with DCSD staff and is • District-wide Fire Alarm System
incorporating SAP-related Upgrades
Construction activities
and other planning • Miller Grove HS Exterior Façade
are proceeding well on Renovation
the Ashford Park recommendations with
Elementary School District leadership.
project
The project team is supporting District leadership in evaluating
renovation, modernization, and replacement options for Druid Hills High
School and has developed conceptual scenarios with recommendations
to establish a baseline project approach.
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CAPITAL PROGRAMS REPORT
F I N A N C I A L S TAT E M E N T S
REPORTING TERMINOLOGY
Glossary of Meanings:
▪Revenue = Total money collected over a designated time
▪Commitment = Total Encumbrance(s) plus Total Expense(s)
▪Encumbrance = Unpaid amount remaining on contract(s)
▪Expenses = Actual funds paid against contract(s)
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CAPITAL PROGRAM FINANCIAL STATEMENT
NOVEMBER 30, 2025
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CAPITAL PROGRAM FINANCIAL STATEMENT
NOVEMBER 30, 2025
NOTE: The ($1,577,437.57) November 2025 Commitment represents a credit back to revenue resulting
from projects completed under budget.
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CAPITAL PROGRAM FINANCIAL STATEMENT
NOVEMBER 30, 2025
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CAPITAL PROGRAM FINANCIAL STATEMENT
NOVEMBER 30, 2025
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CAPITAL PROGRAM FINANCIAL STATEMENT
NOVEMBER 30, 2025
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CAPITAL PROGRAM FINANCIAL STATEMENT
NOVEMBER 30, 2025
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CAPITAL PROGRAM FINANCIAL STATEMENT
NOVEMBER 30, 2025
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CAPITAL PROGRAM FINANCIAL STATEMENT
NOVEMBER 30, 2025
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SUMMER 2026 PREPARATION
FAC I L I T I E S M A I N T E N A N C E & C A P I TA L I M P R O V E M E N T
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Appendix
Facilities Performance Indicators
Maintenance Work Ticket (Overall)
Maintenance Work Tickets (HVAC)
Maintenance Work Tickets (Kitchen Equipment)
NET30 Payment Status (December)
DeKalb County School District
Safe Clean Efficient
Facilities & Maintenance
KPI SMART Goals:
Facilities & Maintenance-Work Tickets • 100% of school facilities
will be in good condition
and repair.
• DCSD will decrease work
order completion times
(days) by 10%.
OVERVIEW METRICS
• Average Response
Time: 14.2 days
• Average Resolution
Time: 5.6 days
• Tickets closed: 8,273 of
11,835 submitted
• Tickets Still Open: 3,562
DeKalb County School District
Safe Clean Efficient
Facilities & Maintenance
Facilities & Maintenance-HVAC KPI SMART Goals:
• 100% of school facilities
will be in good condition
and repair.
• DCSD will decrease work
HVAC order completion times
(days) by 10%.
OVERVIEW METRICS
• Average Response Time:
14 days
• Average Resolution Time:
7.9 days
• Tickets closed: 1,817 of
2,472 submitted
• Tickets Still Open:655
DeKalb County School District
Safe Clean Efficient
Facilities & Maintenance
Facilities & School Nutrition Services-Kitchen Equipment
KPI SMART Goals:
• 100% of school facilities
will be in good condition
and repair.
KITCHEN EQUIPMENT • DCSD will decrease work
order completion times
(days) by 10%.
OVERVIEW METRICS
• Average Response
Time 14.5 days
• Average Resolution
Time 7.2 days
• Tickets closed: 719 of
829 submitted
• Tickets Still Open: 110
Business Services
KPI
Total invoices received: 1218
Invoices Processed: 1122
Invoices carried over: 96
Ontime Processed: 92%
THANK YOU
QUESTIONS & COMMENTS