DPS

Responding to Heat in Schools

Background & Context

88 school facilities within DPS are either non-air conditioned or have only partial air-

conditioning. (55 ES, 14 HS, 10 MS, 9 Other)

In the last year, the metro area experienced above normal temperatures for the region,

temperatures that reportedly had not been seen in more than 50 years.

During this period, temperatures in some non-air conditioned classrooms rose to above 95

degrees during the school day.

Facility Management staff implemented procedures to lessen the heat impact by training

building occupants, ensuring ventilation system functionality, fan placement, duct cleaning

where needed, etc.

Strong concern and frustration has been understandably expressed at student and staff

discomfort, noting that learning opportunities suffer in these circumstances.

In fall of 2011, the Superintendent assembled a calendar committee to review the 2012-13

school calendar & make recommendations a change to the start of the school year in an effort

to mitigate some of the high heat concerns. A survey was conducted with significant response from parents.

As a result, the next school year start date was moved back to August 27th. (See attached 2012-2013 Calendar

Development Background)

Facility Management staff has since taken a number of steps to improve the current situation,

and to recommend potential solutions for dealing with high heat periods.

Despite ongoing efforts to improve comfort during high-heat periods, we will likely continue to

experience high temperatures within non-air conditioned buildings during high temperature

periods unless all buildings are upgraded with air-conditioning or some form of cooling solution. The estimated costs to air-condition all current facilities is approximately $350 million.

A request was made by the Board of Education to evaluate school closing options during

excessive heat circumstances.

Actions Taken to Address Non-AC Building

Conditions during High-Heat Situations Completed analysis of historical temperatures throughout the year as input to the calendar

committee in making recommendations on changing the start date. Last year was an extremely hot summer, with August being the hottest on record.

Conducted a detailed evaluation of 10 non-air-conditioned facilities to: Assess issues/improvement opportunities with current systems within the schools

Provide options/solutions for improving in-building comfort when outside temperatures reach excessive levels for

an extended period of time.

The output is a set of 3 options, at varying levels of cost, to improve comfort.

These options will be presented to the Citizen’s Planning Advisory Committee for review and potential inclusion in

a 2012 Capital Bond program.

Collaborated with experts and evaluated various existing/emerging technologies that could

improve comfort at a cost lower than traditional air conditioning. While some options are being developed that show promise, no single low-cost “silver bullet” was found

Contacted other school districts to better understand any policies/procedures being used for

non-air-conditioned schools during times of excessive temperature. Results were diverse, with no districts identified that had implemented formal policies for school closure during

these times.

Many districts defined high-heat situations (generally using the heat index – see Appendix), documented the risks,

and developed and communicated procedures for building occupants to follow to improve comfort during those

situations (included ensuring sufficient availability of water, modified dress codes, use of fans,…)

Developed a draft policy for potential adoption by the Superintendent.

Developed new procedures for school building occupants and Facility Management staff to

follow to improve our collective response to high-heat conditions in non-AC facilities.

Began implementation of readiness plans for all non-AC schools in advance of the hotter

months ahead.

Discussion of Next Steps &

Recommended Actions

The remainder of this presentation will focus on:

What are the options and costs to increase the comfort in non-AC

buildings?

Potential for school closure due to excessive heat conditions: Should we consider closing schools during periods of excessive

temperatures?

If so, Under what conditions would closure be considered?

Who would make this decision?

What would be the impact of implementing this change?

What process improvements/procedural changes are planned to be

implemented to prepare for the upcoming high temperature months?

Options for Improving Comfort in

non-AC Schools

Assessment of Non-AC School Solutions

Conducted a study using a sampling of non-AC schools across the district:

10 Schools were selected that were representative of construction type,

age, and use:

• West High School

• Thomas Jefferson High School

• Morey Middle School

• Hallet Fundamental Academy

• Stedman Elementary

• Brown International Academy

• Mitchell Building

• Beach Court

• George Washington

• Godsman

Summary of Key Findings of Study

Key Study Findings

The cooling solutions identified include temporary measures which are intended to improve the

thermal comfort without adding additional cooling equipment, intermediate measures which

includes upgrades to the existing facility that will add supplemental cooling equipment to improve

the thermal comfort and a final measure to provide full mechanical cooling to the faculty.

Each site will require that deferred maintenance items are repaired in order to implement a cooling

solution. Examples of these repairs are:

• Repair non-operational HVAC equipment

• Troubleshoot air handling units if not working correctly

• Repair non-functional steam traps

• Unclog air filters where applicable

• Correct electrical issues that are causing problems with the HVAC system

• Repair HVAC controls

• Refurbish HVAC equipment

• Repair building fan units

Phase I & II will not provide chilled air and are intended as temporary solutions

Phase III is intended as a 20 year permanent solution that will provide chilled air

Example Site Findings Per Study

Morey Middle School: Address: 840 14th Ave., Denver, CO

Constructed: 1921

Gross ft²: 130,669ft²

Grades: 6-8

Students: 813

Findings:

• Phase I – Temporary Fan Program / Operable Window Program / Shading Programs / Controls Modification / Deferred

Site Corrections

o Installation: $77,400

o O&M (per year): $1,500

o Electrical Use (per year) ~$1,100

• Phase II – Phase I Site Corrections / New Ceiling for Airflow / New Exhaust & Relief Fans / Phase I Window & Shade

Plan / New Ductwork / Individual Space Exhaust Fans / 8 Evaporative Units / Plumbing Modifications / Deferred Site

Corrections

o Installation: $194,000

o O&M (per year): $8,750 – $17,500

o Electrical Use (per year) ~$2,800

• Phase III – Phase I Site Corrections / Plumbing Modifications / New Water Chiller Plant / Electrical Upgrades / Replace

Steam System with Hot Water System / New Water Mains / Install New Air System / Replace Ancillary Steam Equipment /

New DDC Controls / Phase I Window & Shade Plan / Deferred Site Corrections

o Installation: $2,920,000 (DPS All Inclusive Cost Excluding Inflation $4,478,000)

o O&M (per year): $13,350 - $26,700

o Electrical Use (per year) ~$6,000

Assessment of Hot School Solutions

Phase 1 Approach:

Temporary Measures (immediate implementation) : This includes the use of portable fans, operable

window programs, and exhaust fans to provide temporary thermal comfort.

Estimated Cost for Phase I A/C Solution at 88sites: ~$11M + $1M (Deferred maintenance)

Phase 2 Approach:

Intermediate Measures: This approach shall include measures to provide thermal comfort to the

facility for a short term program. These measures may include the installation of whole building

supply and/or exhaust fans, implementation of evaporative cooling for existing air handling

systems, operable window programs, and similar measures to provide thermal comfort for the

facility.

Estimated Cost for Phase II A/C Solution at 88sites: ~$25.5M (~5-8yr+ solutions)

Phase 3 Approach:

Permanent Cooling Measures: This approach of the project includes measures to provide

permanent cooling to the facility in the form of Air Conditioning. The systems utilized may include

chilled water, direct expansion, or similar methods to provide cooling and thermal comfort. This

portion of the project shall be limited to the general documentation required as part of a future bond

scope of work.

Estimated Cost for Phase III A/C Solution at 88sites: ~$350M (~20yr+ solutions)

Final solution may include combinations of Phase 1-3

*Cost does not include annual O&M, deferred maintenance, or additional utility cost

Cost to Air-Condition Hot Schools

Phase 1 Approach: Temporary Measures Initial Installation: ~$11mil

Deferred Maintenance: ~$1mil

O&M Cost (per year): ~$150,000 - $300,000

Electrical Use (per year): ~$140,000 - $225,000

Phase 2 Approach: Intermediate Measures Initial Installation: ~$25.5M (5-8yr solution)

O&M Cost (per year): ~$1.25mil - $2.5mil

Electrical Use (per year): ~$275,000 - $500,000

Phase 3 Approach: Full air-conditioning Initial Installation: ~$350M (20yr solution)

O&M Cost (per year): ~$1.1mil - 2.2mil

Electrical Use (per year): ~$662,000 - $1mil

**Cost conservative based on assumption of sustainable management practices

Potential for School Closure due to

Excessive Heat Conditions

Considerations for Closing Schools

Our intent is to have students attend school all day, every day, but recognize that extreme

heat conditions can create health/safety issues for staff and students, and impair the learning

environment.

The decision to close a school should be based upon a determination of the safety of the

environment based upon the temperatures within the classrooms, and after recommended

steps have been taken to alleviate the excessive heat conditions.

The attached heat index chart can be used for reference (Appendix A).

It is recommended the District NOT make decisions to close all schools without A/C due to

heat conditions. The primary reasons for this are: Amongst schools without A/C, the temperatures can vary greatly building by building (and within

buildings). Some schools may be somewhat uncomfortable, while others may be extremely

uncomfortable.

Depending on student enrollment and capacity, some schools may have the ability to move

students around to spaces that may be cooler or outside for instruction.

Local on-site administration are “living” the conditions and can better determine level of impact of

the heat conditions at their individual site level.

Individual schools have and can develop different mechanisms for coping with heat.

Closure could mean additional days need to be added to ensure required instructional hours

are met.

Clear, timely and proactive communication to parents informing them of the possibility of early

release is essential to ensure child care issues can be managed.

With appropriate overnight cooling procedures and other recommended practices, we believe

the schools can be maintained at reasonable temperatures throughout the mornings.

Heat Day Policy Recommendation

During extreme heat outdoors, building temperatures indoors may reach excessive

temperatures in the afternoons that are uncomfortable for classroom instruction even with

implementation of appropriate mitigation strategies.

It is recommended that the Superintendent delegate authority to individual school

leadership, with the approval of the Instructional Superintendent and Assistant

Superintendent (or OSRI Chief of Innovation), to make the decision the evening

before to close the school midday for an early release should they feel the building

temperature creates a health risk to students and staff, and after available options

to mitigate the heat have been taken. A specific process will be defined which will include prior outreach to parents and clear

communication to all stakeholders the day before the early closing.

Inputs & Actions into the Decision to Close

Facility Management will monitor weather forecast to determine if excessive

temperatures are expected and provide appropriate communication to schools and

other internal stakeholders.

Facility Management will evaluate actual conditions within a school based on the latest

weather forecast (in relation to building conditions prior to the school day), and advise

instructional leadership by [11 a.m.] on the preceding day of the expected building

conditions.

Digital thermometers will be used to verify actual temperatures within the classrooms.

The Facility Manager will record data and forward to Principal, Sustainability Director,

and Executive Director of Facility Management.

Recommended actions will be carried out for each individual school [as shown in the

Facilities Actions section of this document] including:

Earlier work shifts for Facilities personnel to open up the building to move cooler air

through the facility for several hours prior to start of classes in the morning.

Placing fans or other cooling equipment in designated spaces to improve comfort in

the buildings.

Implementing other building-specific actions designed to increase comfort for

students and staff.

Making the Decision to Close

Decisions will be made in the afternoon prior to any heat-related closing. Notification to

school employees, students, families and appropriate news media will be made no later

than 5:00 p.m. on the day preceding the early release.

Instructional leadership (the school Principal and Instructional Superintendent) will make a

recommendation to their supervisor, either the Assistant Superintendent for Secondary

Education, the Assistant Superintendent for Elementary Education or the Chief of Innovation

& Reform (OSRI), on whether the school should cancel afternoon classes on the following

day.

The Assistant Superintendent for Secondary Education, Assistant Superintendent for

Elementary Education or the Chief of Innovation & Reform will make the decision on

modification to the following school day schedule by [4:00 p.m.], and will notify the school

and impacted departments within DPS including: Facilities, Transportation, Food & Nutrition

Services, Extended Learning, Athletics and the Communications Office.

Transportation Services will be consulted to confirm time of closure, and confirm midday

services can be provided for all schools who have been approved for an early release.

The Communications Office will notify the media (as appropriate), and will work with school

leadership to notify the affected parents, students and staff (Robo-calls).

Instructional Leadership (the school principal and Instructional Superintendent) will be

responsible for tracking missed days/time to ensure students will meet all minimum state

requirements for instructional time.

If possible, students will be served lunch before they are dismissed.

Process Improvements/Procedural Changes

to be Implemented to Prepare for Upcoming

Warm Weather Months

Steps to mitigate heat conditions

Steps include:

• Early communication with all buildings prior to the heat season to ensure

knowledge of proper procedures and how to alleviate the heat.

• Complete building assessment prior to school year to ensure all systems are

functioning at optimum capacity and as designed.

• Consideration of purchasing large portable units for future emergency use only

(evaporative coolers). These will not cool an entire school, but can be set up in a

main hallway directly connected to an outside door (source of fresh air). There is

storage, operational and maintenance considerations that must be taken into

account.

• Development of operational procedures (similar to snow removal strategy) to

ensure maximum air flow overnight, operating equipment through controls, and

keeping the building secure if windows are to be left open.

• Standard operational procedure communication distribution to all Principals and

FM’s prior to the start/end of school.

Draft DPS Heat Mitigation Best Practices

Heat Mitigation in Buildings

Recommended Best Practices to Minimize Excessive Heat in Schools

Please support energy conservation to gain savings and limit heat buildup in buildings with the following:

All Users

Be a role model by being a leader in energy conservation.

Instruct others about your school’s commitment to saving energy and mitigate heat in buildings.

Be alert for energy waste (typically high heat buildup equipment) at all times: lights, computers and heating systems left

on excessively not only waste energy but create unnecessary heat in the buildings.

Use computers only when necessary, turn off each evening and turn monitors off whenever not using.

Facility Managers

Turn on corridor lights at the latest possible time before students arrive each morning and only as needed. Turn lights off

as early as possible after students leave.

Make sure boilers and heating circulation pumps are off during warm months

Work with fewer lights turned on when possible, especially areas with ample daylight such as corridors, entryways and

common areas.

Encourage smart use of window blinds to keep heat from entering building.

Open up building windows and doors whenever possible and safe to allow early morning cool air ventilation.

Make suggestions to maintenance staff and administration to improve energy and thermal efficiency.

Report heating and/or air conditioning problems promptly

Teachers

Turn off or minimize lighting whenever possible, especially when out of the classroom.

Close doors and windows whenever outside temperature exceeds inside temperature

Use window blinds smartly to minimize heat intrusion. Close blinds at night and open windows early in the morning to

capture cool air movement.

Turn off all smart and promethean boards whenever not in use and especially at the end of each day.

Minimize or eliminate the use in classrooms of compact refrigerators, microwave and toaster ovens and coffee brewers.

IBAS and HVAC Maintenance

Ensure proper operation and set points of all HVAC equipment.

Optimize HVAC controls to purge buildings whenever possible with cool early morning air.

Minimize use and operation of any unnecessary equipment

Kitchen Managers

Minimize daily run times of all heat producing equipment (steam tables, ovens, etc.)

Follow shutdown and conservation guidelines of all refrigeration equipment.

Report any malfunctioning equipment promptly (be especially aware of refrigeration equipment with dirty coils).

Appendix

2011 Response to HOT School Issues

The following actions were typical across all non-air conditioned schools August 15 –

Sept 2nd:

• Minimum shift 9 hours, 6 days per week. Some techs working 16 hrs day

• Box fans delivered to hottest schools and placed in ECE areas first

• Opening of windows in the early AM to draw in cooler air and adjustment of FM shift

to come in earlier to open the windows

• Operation of ventilation equipment overnight to draw in cooler air

• Recommendation to shut windows before it gets too hot later in the day

• Ventilation equip. turned off before it gets too hot and draws in hotter air

• Recommendation to close window shades and blinds during full sun periods

• Education of Principals, FM's and staff on extreme heat building operation

• Building system operation checked for proper operation by operations and/or

Maintenance staff

• Ventilation equipment was repaired where parts/supplies were readily available

during that period (work tasks were created for work not immediately completed)

• Electrical system load capacity was reviewed, and recommendations made, for

schools that planned on bringing in their own portable AC units

Weather Data

Denver Historic Peak Day Temperatures

5 Year Average (August 15 – September 15)

2007-2011

0

10

20

30

40

50

60

70

80

90

100

15

-Aug

16

-Aug

17

-Aug

18

-Aug

19

-Aug

20

-Aug

21

-Aug

22

-Aug

23

-Aug

24

-Aug

25

-Aug

26

-Aug

27

-Aug

28

-Aug

29

-Aug

30

-Aug

31

-Aug

1-S

ep

2-S

ep

3-S

ep

4-S

ep

5-S

ep

6-S

ep

7-S

ep

8-S

ep

9-S

ep

10

-Sep

11

-Sep

12

-Sep

13

-Sep

14

-Sep

Denver Weather 5 Year Avg. - Peak Temperatures

Denver Weather 5 Year Avg. - Peak Temperatures

Denver Weather Data

Denver Daily Maximum Temperatures

2011

Month # of Days over 85 Degrees # of Days over 90 Degrees

June 15 7

July 29 20

August 30 22

September 8 1

35

45

55

65

75

85

95

1995

1996

1997

1998

1999

2000

2001

Average

Trend

Denver High Temperature Data

-30

-20

-10

0

10

20

30

40

50

60

70

80

1995

1996

1997

1998

1999

2000

2001

Average

2002

Trend

Denver Low Temperature Data

Historical Peak Temperatures

Denver Historical Peak Temperatures

June August

2007 2008 2009 2010 2011 2007 2008 2009 2010 2011

1 67 85 73 84 82 16 88 58 79 83 90

2 73 89 54 79 91 17 91 69 74 88 94

3 75 83 67 84 75 18 91 75 81 96 98

4 79 69 71 93 78 19 93 83 82 86 87

5 84 60 78 85 90 20 95 89 82 88 89

6 84 79 79 92 90 21 97 90 86 94 94

7 69 77 69 94 86 22 86 78 96 97 97

8 75 73 69 80 79 23 74 84 98 86 98

9 84 78 75 86 67 24 82 86 86 81 98

10 90 93 73 82 75 25 88 90 77 90 99

11 92 71 68 77 81 26 95 90 84 95 92

12 70 73 70 52 86 27 89 86 88 95 96

13 76 80 78 57 85 28 85 75 85 93 96

14 81 90 74 67 82 29 82 85 82 93 89

15 88 91 74 79 86 30 89 89 71 87 93

# Days > 90 1 2 0 3 1 31 91 91 89 81 98

# Days > 90 7 1 2 7 12

Frequently Asked Questions

1. Why is DPS policy to keep the decision to close at the site based level rather than closing all non air-conditioned

facilities (Decentralized vs. Centralized)?

Answer: All buildings are not the same. Opportunity may exist in some buildings to shift students to other

spaces that are more comfortable. Depending on types of windows and outside shading, ventilation air

flow, occupant tolerance levels, and affect of mitigation actions; an individual school may have the ability

to remain open.

2. What degree of local school support should be required to support the decision to close or remain open?

Answer: Site Principals will coordinate with their respective Collaborative School Committee (CSC) prior

to the school year to discuss new policy changes toward closure. The decision to close or partially close

the building we be a collaborative process between the Principal, Assistant Superintendent for Secondary

Education, Assistant Superintendent for Elementary Education or the Chief of Innovation & Reform. The

ultimate decision will be made by the Instructional Leadership (as designee of the Superintendent). The

will make the final decision based on recommendations from the Facility Management Department and

Transportation Department.

3. How will we ensure students are monitored and safe during excessive heat periods?

Answer: Nursing Services or individual school based health services will be on hand to help answer any

health related questions and monitor student safety. Adequate water supply will be available at all sites.

4. How will Parents and staff receive communication regarding a site closure?

Answer: The DPS Communications Office and the school will send messages home through school,

news media, web sites, robo calls and any other media deemed necessary.

5. Why don’t we add air-conditioning to these schools?

Answer: The cost to air condition all 88 facilities is estimated at close to $400M. The Facility

Management Planning Department has evaluated various options and has determined that there are

lower cost options that can help alleviate the excessive heat conditions. There is currently no funding

available but may be a recommendation for future Bond funding.

6. Will the activity schedule change if a site is closed (including after school care, Kaleidoscope, Community use,

etc.)

Answer: All afternoon activities within the building will be closed. Athletic events will be coordinated with

the Principal, Athletic department, and Transportation