Proposed changes to fee schedule for FY25.

As OPA is exceeding the Bond Covenants on the metrics, it is proposed, that we reduce the Operating Margin and MADS goals. 

Did Pablo and Brenda have a chance to complete the Finance Training?

HVAC System Issues and Proposed Solutions

The HVAC systems at the Junior High and Elementary schools have experienced increasing operational problems throughout the year. The attached document outlines the HVAC expenses over the past 9 1/2 years. The typical life expectancy of a commercial HVAC unit is 15–20 years, and we are approaching 12 years of operation.

Unfortunately, the HVAC systems were not properly maintained during the early years of the buildings’ operation. We entered into a maintenance contract in 2020, but we have since discovered that many essential tasks were either missed or inadequately completed during that period, which provided a false sense of security.

Several years ago, we were introduced to the Pelican system, which promised energy savings and proactive alerts to potential issues. At the time, we were already experiencing an increase in HVAC issues, and Rocky Mountain Power was offering incentives for installing the system. Believing in its benefits, we proceeded with the installation in 2023. However, this system has led to continued mechanical breakdowns. Upon further investigation, we discovered that the system was installed incorrectly, compounding the problems caused by earlier maintenance neglect. To make matters worse, the company that installed the system has gone out of business, and we have found that other districts in Utah are facing the same issues without an option for reparation.

While we have been troubleshooting these issues throughout the year, it is clear that we need a more reliable long-term solution to ensure the functionality of our HVAC systems.

We are proposing two options:

Upgrade the thermostats and corresponding equipment on the HVAC units:

• This project could be completed before the end of the fiscal year.
• We anticipate this upgrade would extend the lifespan of the HVAC systems by an additional 5 years.

Replace the HVAC units:

• All units were installed at the same time (original build in 2013), and it is expected that they will need to be replaced simultaneously.
• Replacement options:
  • All units replaced at once.
  • Phased replacement over several years: With 45 units in total, replacing 6 units per year would take approximately 7 years. This phased approach would need to start in FY26, as some units require more immediate attention.

We have posted an RFP for the upgrade (Option 1), and the response is attached for your review. If Option 2 (replacement) is preferred, a new RFP will need to be issued.

It is proposed that the Board review the attached responses for both options and determine how to proceed.

• Update: OPA Administration Evaluation Structure
  • This update reflects the current structure.
• Update: Safety and Security Policy
  • Proposed that the OPA Security and Crisis Management Plan be changed to a procedure that can house all the responsibilities and protocols for staff and not be shared with the public.
  • Proposed the attached Safety and Security Policy replace the above mentioned plan as part of the policy manual.

Next Board Meeting March 20, 2025