Public School Capital Outlay Council PUBLIC SCHOOL FACILITIES
Public School Capital Outlay Council PUBLIC SCHOOL FACILITIES AUTHORITY (PSFA) STANDARDS-BASED GRANT PROCESS & MASTER FACILITIES PLANS Presented by: Tim Berry, Deputy Director Bill Sprick, Master Planner John Manzanares, Facility Assessment Database Manager March 30, 2006 -- Spring Budget Workshop Hotel Albuquerque, Alvarado Ballroom “A” 3: 30 pm – 5: 00 pm
Presentation Outline q q q q Introduction Purpose of the PSCOC Membership of the PSCOC Recent Capital Outlay History PSFA Responsibilities Facilities Master Plans New Mexico Condition Index The Application Eligibility Requirements Timeline PSCOC/PSFA Grant Programs Goals and Options Discussion/Questions
Introduction q Public school capital outlay is financed by and the responsibility of school districts and the state. q Three pillars that support the new process: § Adequacy § Uniformity § Fairness q Adequacy -- Establish the minimum acceptable level for the physical condition and capacity of buildings, the educational suitability of facilities and the need for technological infrastructure. q Uniformity – Adequacy Standards applied statewide; every school district may apply for funds. q Fairness -- Utilize the New Mexico Condition Index (NMCI) database to help prioritize facilities needs throughout the state.
Purpose of the PSCOC q The Public School Capital Outlay Council is charged with carrying out the Public School Capital Outlay Act. q The purpose of the Public School Capital Outlay Act (22 -24 -2 NMSA) is “to ensure that, through a standards-based process for all school districts, the physical condition and capacity, educational suitability and technology infrastructure of all public school facilities in New Mexico meet an adequate level statewide and the design, construction and maintenance of school sites and facilities encourage, promote and maximize safe, functional and durable learning environments in order for the state to meet its educational responsibilities and for New Mexico’s students to have the opportunity to achieve success. ”
Membership of the PSCOC q q q q q James Jimenez (DFA Secretary), Chair Catherine Smith (PEC Designee) Dr. Kurt Steinhaus (Governor Designee) Dr. Veronica Garcia (PED Secretary) David Abbey (LFC Director) Paula Tackett (LCS Director) Dr. Pauline Rindone (LESC Director) Lilliemae Ortiz (NMSBA President) Lisa Martinez (CID Director)
Recent Capital Outlay History q 1975 – 2003: districts qualified for capital outlay by reaching a threshold of bonded indebtedness and demonstrating need. q 1998: Constitutionality of the state’s process for funding public school capital outlay challenged. Zuni files lawsuit against the state. q 1999: State ordered by the court to correct past inequities and to establish and implement a uniform system of funding for future school capital outlay. q 2000: Public School Capital Outlay Task Force established. q 2001 -2006: Task Force recommendations enacted into law: § Deficiencies Correction Unit (DCU) created § Permanent funding source for capital outlay provided § Public School Facilities Authority (PSFA) created § Increased funding for maintenance § Framework for new public school capital improvement process created: Standards-Based Capital Outlay & NM Facility Assessment Database. § Permanent Oversight Task Force Created
PSFA Responsibilities q q q q q Staff to the PSCOC Assist w/ standards-based grant applications Maintain the Facilities Assessment Database Administer the Deficiencies Correction Program (DCP) to correct life safety & health deficiencies in schools Create standardized contracts, documents and delivery processes Establish building standards Certification and training programs Assist districts in the development and implementation of five-year facility master plans Assist districts with the development and implementation of preventative maintenance programs
PSFA Responsibilities (continued) q q Assist in obtaining architectural and engineering services; Project submittal/approvals § Master Plans / Maintenance Plans § Contracts (design professional & construction) § Plan review (Request for Approval of School Construction RASC) Multi-agency approvals required § Program Statement § Schematic Design § Design Development § Construction Documents - Final review (30 days prior to letting of bids) Construction management and oversight Project close-out approval
Facility Master Plan Purpose q To prioritize a 5 -year course of action for all district capital improvements. q To stay the course through any change in School Board or Administration. q To be eligible for financial assistance from the PSCOC in the area of facility adequacy.
Facilities Master Plan Components q Goals q Existing Conditions and Projected Needs q Capital Improvement Plan q Master Plan Support Material
Facility Goals q Policy Direction (Established by local school boards, and conforms to state policy) q Decision Making Criteria (How priorities will be determined? ) q Community Planning Committee (an advisory group to the administration)
Existing/Planned Conditions Factors to be considered in analysis to determine the gap between current facilities and the districts facility goals. § § § § Preventive Maintenance “Adequacy” Renewal Space Capacity Growth/Decline Municipal/County Utilization Addition § § § § New $ Capacity Cost/Benefit Board Policies Municipal/County Policies Land Use Begins to Set Priorities
Capital Improvement Plan A capital strategy identifies the needed funds, the fund sources, and the timeline to meet goals.
Support Material q Supporting Documentation § Anything and everything included here to support and clarify the first three components of the Facilities Master Plan.
The Master Planning Process q A quality Facilities Master Plan will minimally take 12 weeks from start to board adoption (Typically 6 to 12 months depending on size of district). q Includes financial analysis, growth analysis, and space utilization study, all of which often requires a professional planner. q PSFA can offer guidance on development of the Facilities Master Plan, the hiring a planning consultant, or other planning topics.
Integrating Charter Schools q District Facilities Master Plans must include Capital needs of Charter Schools to be eligible for Capital Outlay assistance. q Non-Life, Safety & Health Adequacy Standards currently varianced in Facility Assessment Database. q All facilities of Charter Schools approved on or after July 1, 2005 and before July 1, 2005 shall meet educational occupancy standards. q After July 1, 2010, charter applications shall not be approved or renewed unless: § Housed in a public building; or § If public building not available - in a privately owned (or nonprofit charter entity) leased facility that meets and maintains statewide adequacy standards. q Prior to occupancy of a public facility by a charter school must notify PSFA to assess for compliance with Adequacy Standards.
Recent Legislative Changes 2005 Changes § Amended 22 -18 -1 NMSA to consider capital needs as shown in the Facility Assessment Database when issuing general obligation bonds. § Added additional purpose to provide matching funds for PSCOC-funded projects. 2006 Changes § Requires all districts (and charter schools) to have facilities master plan. § Master Plan financial assistance to eligible districts. § Raise statutory limits on cash balances to provide for district share § New School development fund created to assist in onetime costs when opening new school (but not funded).
New Mexico Condition Index: NMCI (%) q Schools with the greatest needs (relatively high NMCI values %) are given priority. PSCOC works down the list each year until every school facility in the state meets the Adequacy Standards for the delivery of quality education in a safe, clean and fully functional facility. q The NMCI rankings may change through data evaluation, revision and appeals process. The number of projects approved is subject to available annual funding.
New Mexico Condition Index: NMCI (%) Edu. Adequacy Attributes # 1 -5 Students: 596 # 3 part sinks: 1 # Bus Drop Off: 1 # Classrooms: 32 # Dishwashers: 1 # Dry Erase Sur: 59 # Food Serv Typ: 1 # Freezers: 0 # Gravel Parking: 0 # Handicap Park: 10 # Hot Food Hold: 2 # K Students: 167 # Kitchen Ovens: 2 # Milk Refrig: 1 # Multi-Use Play: 1 # Paved Parking: 176 # Proj. Screens: 30 # Range: 1 # Range Hoods: 1 # Refrigerators: 2 # Stu Drop Off: 1 # Students: 763 # Tack Board: 68 Admin NSF: 1, 289 Art/Music NSF: 0 Assembly NSF: 3, 086 Career Ed NSF: 0 Comp Lab NSF: 828 Faculty Work NS: 1, 038 Food Svs NSF: 4, 453 General CR NSF : 25, 470 General Storage: 2, 578 Janitorial Work: 219 Media Ctr NSF: 3, 518 Parent Work NSF: 404 Permanent GSF: 53, 271 Phy Ed NSF: 3, 152 Play Field: 1 Playgrnd Equip: Yes Portable GSF: 34, 944 Science CR NSF: 0 Student Health: 580
New Mexico Condition Index: NMCI (%) Life Cycle Information
New Mexico Condition Index: NMCI (%)
New Mexico Condition Index: NMCI (%) § Based on BOMA Standards § Measures Facility Life Cycles § Measures Educational Adequacy Items Formula: Example: Needed Repairs ($)+ Edu. Adequacy ($) Replacement Value = NMCI Needed Repairs + Edu. Adequacy of $10 K Facility Value of $100 K = 10%
Weighted New Mexico Condition Index: NMCI (%) § NMCI begins with a simple Facility Condition Index (FCI) § Weighting applied to Types § Includes a 3% Annual Cost Escalation (inflation) Formula: [(Type 1 x 3. 5) + (Type 2 x 1. 5) + (Type 3 x 2. 0) + (Type 4 x 0. 25) + (Type 5 x 0. 5) + (Type 6 x 1. 0) + (Type 7 x 3. 0) + (Type 8 x 0. 5) + (Type 9 x 1. 0)] Replacement Cost = NMCI
New Mexico Condition Index: NMCI (%) Weights applied to New Mexico Condition Index (NMCI) Types 1 Description Adequacy: life, safety, health Weight 3. 5 7 3 2 Adequacy – Space (growth) Mitigate Additional Damage Potential Mission Impact/ Degraded 3. 0 2. 0 1. 5 6 5 Adequacy – Facility Grandfathered or State Recommended 1. 0 0. 5 8 4 Adequacy -- Equipment Beyond Expected Life 0. 5 0. 25
New Mexico Condition Index: NMCI (%) Rank Facility Name 1 Rio Rancho 2 Albuquerque 3 Albuquerque 4 Clovis 5 Vista Grande Elementary Gross Area (Sq. Ft. ) Weighted NMCI 81, 120 584. 27% James Monroe Middle 140, 152 350. 47% Jimmy E. Carter Middle 147, 391 174. 50% Lincoln Jackson Elem (Arts Aca 28, 459 139. 58% Farmington Mc. Kinley Elem 46, 185 128. 87% 6 Farmington Hermosa Middle 87, 845 126. 39% 7 Clayton Kiser Elem 11, 427 125. 52% 8 Albuquerque Adobe Acres Elem 82, 115 118. 47% 9 Albuquerque Truman Middle 119, 614 114. 92% 10 Espanola Velarde Elem 23, 414 111. 32% 11 Las Cruces Lynn Middle 117, 733 107. 91% 12 Las Cruces Cesar E. Chavez Elem 74, 923 103. 16% 13 Albuquerque 121, 542 101. 06% 14 Estancia 10, 496 99. 40% 15 Albuquerque 122, 736 99. 37% 16 Capitan Middle School 20, 726 98. 83% 17 Grants-Cibola San Rafael Elem 20, 754 97. 82% 18 West Las Vegas Union Street Elem 16, 260 97. 22% 19 Albuquerque Mountain View Elem 43, 133 95. 96% 20 Albuquerque Acoma Elem 45, 511 95. 47% John Adams Middle Van Stone Elem (M) Madison Middle
Estimate by Type
Facility Renewal Forecast
The Standards-Based Application http: //www. nmschoolbuildings. org
The Standards-Based Application
Standards-Based Capital Outlay Grants q All districts are eligible regardless of bonded indebtedness. q Standards-based grant application needs based upon Adequacy Standards adopted August 2002. q Priority consideration to the greatest standards-based facility needs, compared school-by-school throughout the state.
Standards-Based Capital Outlay Grants The district has used its resources in a prudent manner. q Award phasing commitments to each whole project – multi-year funding scenarios. q Districts shall be responsible for a matching share that will vary from 0 -90% as determined by formula in statute. q District matching fund required to be in place within two bond cycles before reversion back to the capital outlay fund for re-allocation. q Reduction of local match considered if insufficient bonding capacity within four years (must meet additional criteria) q
Standards-Based Capital Outlay Grants q State share of awards are reduced by Legislative appropriations to districts (2003 present). q Educational Technology Appropriations began offsetting against 2005 -2006 capital outlay awards. q 2005 -2006 Awards were last year of Continuation Projects, which were funded in the 2003 – 2004 cycle, and require additional funding to meet Statewide Adequacy Standards.
Other Eligibility Requirements q q q The school district has submitted a "five year" facilities master plan that includes each school (including charters) in the district, each school's facilities utilization and enrollment projections, and all capital projects prioritized and that consider NMCI ranking a need exists based upon Public School Adequacy Standards and is included in the district's five-year facilities plan among it's top priorities The school district has submitted a preventive maintenance plan for PSCOC approval. The preventive maintenance plan must include each public school facility in the district The application includes the capital needs of any charter school(s) located in the school district, or the school district has shown that the capital needs of the charter schools are not as great as the capital needs requested in the application The application includes the capital needs to maintain a full day kindergarten program if not already fully implemented The school district has provided insurance for buildings of the school district in accordance with the provisions of Section 13 -5 -3 NMSA
Capital Outlay Grants New for 2006 -2007 - $190 M plus districts share § Potential new PSCOC awards $100 M (school districts add local match that on average doubles capital into projects, so $200 M) § High priority appropriation $90 M (about 1/3 of $290 M requested by the Governor in 2006 to be distributed by PSCOC over the next 3 years) § Standards Based Project Pre-Apps – 60 from 24 districts totaling $338. 6 M (state share) Potential Funding Pool established at Rank 50 to 75 § Standards Based Roof Pre-Apps – 45 from 21 districts totaling $11. 9 M (state share)
Capital Award Timeline 11/15, 11/16 & Facility Assessment Database (FAD) Training (Various 12/5 Locations) 12/12 District corrections to FAD data due to PSFA 12/21 PSCOC Meeting - Revised NMCI rankings 1/20 2006 -2007 Standards-Based & Roof Repair/Replacement Pre. Application Release (web-based) 2/20 2006 -2007 Standards-Based & Roof Repair/Replacement Pre-Applications Due 2/20 District appeals of rankings due to PSFA 2/23 & 2/24 2006 -2007 Standards-Based & Roof Repair/Replacement Application Training 3/1 PSCOC Meeting – Appeals Hearing 4/10 2006 -2007 Standards-Based & Roof Repair/Replacement Initial Applications Due
Capital Award Timeline (cont. ) 4/12 – 5/12 PSFA Site Visits & Assistance 5/1 PED Calculate State/Local Match % 5/26 2006 -2007 Standards-Based & Roof Repair/Replacement Final Revised Application Deadline 6/27, 6/29 & 6/30 8/3 PSCOC Presentation Meetings PSCOC 2006 -2007 Grant Awards Meeting
Standards-Based Capital Outlay Grants
PSCOC/PSFA Grant Programs
Financial Results — Reduction in FCI A declining Facility Condition Index (FCI) indicates improvement in the statewide condition of school district physical plant, net of the $143 million annual investment necessary to maintain baseline condition (break even).
Deficiencies Correction Program Snap-shot in time! q q q Existing deficiencies identified by districts in 2001 Validated by Deficiencies Correction Unit in March 2002 Funding limited to existing life/safety/health deficiencies Priority deficiencies corrected uniformly across state where conditions exist Allocations to date by the Council: $273 M. Total projects to date: 374 (including (42) 2 -E roofs). All projects were required to be identified & funded by June 30, 2005 and completed by June 30, 2007 (2 -E roofs by September 30, 2005 and complete by September 30, 2007 Transition to Standards-Based process…
PSCOC Lease Payment Assistance q Up to $7. 5 M annually (FY 2005 -2010) may be awarded for lease payments for classroom facilities including facilities leased by charter schools. q 2005 -2006 Awards: $3. 95 M to 52 schools (46 charter) q Amount of grants may be up to the lesser of the total annual lease cost or $600 per MEM. Adjusted for 2005 -2006 to $477/MEM q Now available for first year charter schools based on projected enrollment. q After July 1, 2010, All charter schools to be in public buildings (if available) and meet statewide adequacy standards. 2006 -2007 Timeline: § March 20 Application mailed to districts/charters § June 16 Applications due to PSFA § August 3 Awards
Goals & Options q Improve the built learning environment as quickly as possible with available resources. q Encourage solid capital planning so that district funding is aligned with Adequacy Standard priorities and projects begin shortly after awards. q Reduce all project durations by excellent planning. q Direct payment or reimbursement. q Direct/Indirect project management by PSFA § District preferences & financial capabilities § Certification Training (procurement, contracts) § PSFA Staffing
PSFA’s key priorities for 2006 q Speed delivery of school projects. § Advocate pre-design of projects. q Continue development of standardized facility components. § Such as standard roof specifications q Pre-qualify bidders of school work. § Contractors pre-qualified in regions q Complete roll-out of the FIMS. § Statewide web based maintenance system currently in use by 45 school districts in our pilot program. § 6 additional committed in April – more throughout year
PSFA Assistance q Training: Julia Small jsmall@psfa. k 12. nm. us 505 -843 -6272 or training@psfa. k 12. nm. us q Facility Assessment Database: John Manzanares john. manzanares@psfa. k 12. nm. us 505 -843 -6272 or fad_support@psfa. k 12. nm. us q Application questions: Tim Berry tberry@psfa. k 12. nm. us 505 -988 -5989 or systems_support@psfa. k 12. nm. us q Adequacy Standards questions: Martica Santistevan msantistevan@psfa. k 12. nm. us 505 -843 -6272 q Master Planning questions: Bill Sprick bsprick@psfa. k 12. nm. us 505 -843 -6272 q Maintenance questions: Bob Bittner bob. bittner@psfa. k 12. nm. us 505 -843 -6272 or fims_support@psfa. k 12. nm. us q Lease Payment questions: Jeffrey Eaton jeaton@psfa. k 12. nm. us 505 -988 -5989
QUESTIONS & COMMENTS PUBLIC SCHOOL FACILITIES AUTHORITY http: //www. nmschoolbuildings. org
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