When “Control” Isn’t a Bad Word for School Leaders

In the days when some of the best leaders are applauded for their use of building teams, collective decision-making, empowering subordinates, and delegating their authority, there tends to be a dim view of the idea of control. It’s as though the idea of a strong leader having control is a bad thing. In this post I want to share the idea of when “control” isn’t a bad word for school leaders.

Admittedly, my title is a bit misleading. I have intentionally phrased the topic of this post to get your attention. Having served in a leadership position for many years, I know there are those who are critical of leaders who act firmly and decisively. It is my belief that as important as delegating and empowering others is, there are times when the leader must be decisive and when that happens, these leaders are often criticized.

One thing is for sure, in any organization, regardless of who is “in control”, there is tremendous value in order, structure, and efficiency. This is not only true for the Org Chart, but it is especially true for a school district’s Operational System. In my time in the Energy Services business I have learned a lot of things that I did not realize when I was serving as a school superintendent, most of which has been on the operations side of school leadership. I have also learned that many educational leaders do not understand the function and the value of “controls.”

Controls are the “brains” that effectively operate the components of a building’s HVAC system. Today’s controls are essentially the computer that tells the components what to do. Components include sensor, thermostats, boilers, chillers, VAV (Variable Air Volume) boxes, Air Handling Units, Pumps, and VFD (Variable Frequence Drives). These controls have a front-end which is displayed on a computer device and can be accessed on the internet if their technology so allows. There are many types of systems and a school can choose from systems which are proprietary, or open-sourced. Open-source types of systems allow the owner to purchase parts, technology components, and service from a variety of vendors, while proprietary systems can usually only be serviced and parts can only be obtained from authorized dealers and service representatives. While it is important to operate and maintain efficient boilers, chillers, and air handling units, if the control system is not effective the system will not be efficient.

There are three purposes for a controls system: 1) control air movement 2) regulate air temperature and 3) condition the air. The key to maintaining good control is to ensure that the components are effectively communicating with one another to maintain these three items. If there are lapses in communication or components that do not work properly the systems can still operate, but typically do not do so efficiently. When that happens occupants of spaces may experience discomfort due to temperature and humidity, or other conditions in which the air quality is poor. In the case of schools, this can negatively impact learning conditions for students. For example, if a space is not properly ventilated, the space could see a rise in the levels of carbon dioxide. The standard level for a classroom is 1,000 ppm (parts per million). If a classroom is not receiving enough fresh air, those levels have been known to be 2-3 times that amount which makes it very difficult for students to concentrate and stay awake. These levels can easily be monitored with devices known as data-loggers.

Besides temperature and air quality, school leaders can also monitor their systems’ costs which include utility costs and maintenance/repair costs. If these costs tend to rise or spike this could indicate a problem with the controls. This is why it is important to monitor these costs. In Ohio, there are a number of agencies who offer this monitoring and analysis for school districts. META Solutions has an expert with technological assistance and many years experience in the energy industry to assist school districts ensure efficiency. The small investment in this service can pay big dividends to districts who desire to operate efficiently.

In many communities folks have a tendency to believe that the new schools that were built around the turn of the century are still “new.” The fact is that the systems within these schools that are now beginning to experience “end of life” issues and are no longer functioning effectively or efficiently. ASHRAE (American Society of Heating, Refrigerating and Air-Conditioning Engineers), founded in 1894, has developed standards for the life-expectancy of equipment and controls. Though a building may seem relatively new on the outside, the median life-expectancy of many of its components is between ten and twenty years. In the case of electronic Controls the median life-expectancy is fifteen (15) years. Like a Personal Computer, after a few years the controls will not be as responsive, quick, or effective. Most of us would not assume that a fifteen year old computer will help us do our work as well as a brand new one. Likewise, we should not assume a fifteen year old controls system will help us manage our buildings as well as a new one.

As a former superintendent I now realize I didn’t “get it.” At least not all of it. Though our district accomplished a lot when it came to facilities, there was plenty of meat left on that bone! Visiting with schools today I also realize there isn’t a lot of readily available information for school leaders when it comes to operations. As a valued partner, my company and I are willing and able to provide our customers with resources and information that will enable them to maintain proper control of their operations and maintenance expenses.

Though we should absolutely be empowering members of our teams to make decisions to better serve our students, ultimately “control” is not a dirty word. Take effective “control” of your system by making decisions aimed at increasing the effectiveness of your HVAC equipment to save on district operating expenses allowing educators to have the resources in their classrooms instead of spending it in the boiler room.