Public School Capital Outlay Council PUBLIC SCHOOL FACILITIES

Public School Capital Outlay Council PUBLIC SCHOOL FACILITIES AUTHORITY (PSFA) PSFA Overview, Adequacy Standards, Maintenance and update on the Public School Capital Outlay Oversight Task Force (PSCOOTF) Presented by: Robert Gorrell, Director Bob Bittner, Maintenance Manager Andre Larroque, Building Standards Specialist December 2, 2006 -- NMSBA Albuquerque Marriot 8: 30 am – 12: 00 am

Presentation Outline q q q q Introduction Purpose of the PSCOC Recent Capital Outlay History Adequacy Standards Adequacy Planning Guidelines Maintenance Issues Public School Capital Outlay Task Force (PSCOOTF) 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 Paula Tackett (LCS Director), Chair Katherine Miller (DFA Secretary) Catherine Smith (PEC Designee) Dr. Kurt Steinhaus (Governor Designee) Dr. Veronica Garcia (PED Secretary) David Abbey (LFC Director) Dr. Pauline Rindone (LESC Director) Vicky Smith (NMSBA Designee) Lisa Martinez (CID Director)

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

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).

Estimate by Type

Facility Renewal Forecast

Standards-Based Capital Outlay Grants q All districts are eligible regardless of bonded indebtedness. q Standards-based grant application needs based upon Adequacy Standards first 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

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).

Challenges – Adequacy Standards & Guidelines n Developing comprehensive yet “flexible” guidelines to districts, their communities and Design Professionals that ensure equitable public school facilities throughout the State of New Mexico

New Mexico Statewide Adequacy Standards n 6. 27. 30 NMAC n State Rule n Purpose ¨ Tool for identifying inadequate facility conditions n Criteria ‘…educational space needed to support educational and technology programs and curricula, defined and justified as required by the (PED) standards and benchmarks…”

New Mexico Statewide Adequacy Standards Review and modification n Required to occur regularly n Adequacy Standards Advisory Group n ¨ Membership (35) n District administrators n Professional consultants n PED staff n PSFA staff

New Mexico Statewide Adequacy Standards n Current revisions proposed by Adequacy Standards Advisory Group ¨ Clarification of process and purpose ¨ Update list of required spaces and sizes ¨ Address educational technology requirements ¨ Address other new issues related to adequacy

New Mexico Statewide Adequacy Standards n Review and adoption of revisions ¨ “Ad hoc” group of educators to review ¨ PSCOC Adequacy & Maintenance Subcommittee review ¨ Final PSCOC review ¨ Public hearing ¨ Final modifications based on public comment ¨ Adoption as revised state rule

Planning Reference Guide n Purpose ¨ “…provided as a reference tool which complies with the Adequacy Standards and is used for the design of new construction, additions and renovations of sites and facilities. ” ¨ Provides flexibility through reasonable criteria

Planning Reference Guide n n n Revised administratively by PSFA - July 2006 Considered similar guides issued by school facility authorities in other states and national criteria Planning Reference Guide Advisory Group ¨ Membership n n District administrators Professional consultants PED staff PSFA staff

Planning Reference Guide n New two-part format for each section n Part 1: “Area Description and Size Guidelines” listing individual spaces and suggested floor areas. Example: n Part Sewing Lab: *650 sf – 1, 500 sf 2: “Additional Considerations”. Example: “Access to laundry equipment, storage space for garments and portable or stationary sewing equipment should be considered. ”

Planning Reference Guide n New flexibility ¨ Allows districts opportunity to demonstrate space needs for special educational programs in order to justify state funding for programmatic space not specifically mentioned in the Guide. ¨ PSFA reviews for compliance with intent of PSCOC funding rules and policies.

Planning Reference Guide n Appendix Sections ¨ Gross SF guidelines ¨ Natural Lighting in the Classrooms ¨ Site Selection Criteria Worksheet ¨ Accessibility and Universal Design ¨ Mechanical and Electrical Systems ¨ Classroom Acoustics

Planning Reference Guide n Currently anticipated changes ¨ Incorporation by reference into Adequacy Standards ¨ Coordination with pending Adequacy Standards revisions

Preventive Maintenance Plans All New Mexico Public School Districts now have a PM Plan! Due to limited resources, most districts are challenged to effectively execute their PM plans!

FIMS/School. Dude n Facility Information Management System ¨ A set of software tools that can greatly assist as district with execution of its PM Plan n Maintenance Direct Preventive Maintenance Direct Utility Direct n The state pays for this software n Status – currently 76 districts using FIMS 5 more scheduled to start in Dec 06 or Jan 07! ¨ Not mandatory unless a capital outlay grant has been award by the PSCOC ¨

District Equipment Inventory n n Most districts don’t have a record of all the equipment to be maintained. The state will pay for a contractor to Visit all district facilities and inventory all “maintained” equipment ¨ Create an electronic data base ¨ Import the data into the district’s FIMS account ¨ n n Districts work with PSFA to develop an ITB Status ¨ ¨ ¨ Inventory completed or ongoing at 12 districts ITB in development for 16 other districts All NM districts welcome to start when ready

District Utility Management n While some districts have an “energy manager”, many districts are just paying their utility bills! n Districts should have a program to: Promote prudent utility use by building occupants ¨ Retrofit existing buildings for more efficient energy use ¨ Incorporate energy saving features and high efficiency equipment in new construction ¨ Track utility use, investigate usage, and identify opportunities for cost savings ¨ n n FIMS Utility Direct Conscientious utility use will save you $$$

2006 Ben Lujan Maintenance Awards n District Achievement Awards ¨ Recognized sound maintenance programs and good use of all FIMS modules – a team effort. Alamogordo Clovis Los Alamos Moriarty Roswell n Aztec Farmington Los Lunas Penasco Silver Bloomfield Gadsden Lovington Rio Rancho Texico Individual Achievement Awards ¨ Based upon district nominations of their outstanding personnel. 13 district personnel recognized

Maintenance Advisory Group n n n Group of district “maintenance personnel” that meet quarterly with PSFA Purpose is to improve school facility maintenance across the state Current district membership Alamogordo Capitan Gadsden Los Alamos Silver Albuquerque Central Gallup-Mc. Kinley Magdalena REC #6 Aztec Clovis Lovington Roswell

Maintenance Funding n Operational n SB-9 Local mill levy ¨ State distribution (currently $60 per MEM) ¨ n The PSCOC is considering possible “Maintenance Incentives”

Maintenance Funding (cont. ) n More money is not the only answer! n Other opportunities ¨ Data analysis (FIMS) n n ¨ District level State level Fact-based adjustments n n Procedural changes Building repairs

PSCOOTF Overview Established by law to oversee the PSCOC standards based process. n Intersession study and inspection of issues related to public school capital outlay. n Develop potential legislative agenda. n

Diversified Membership n n n n Sen. Cynthia Nava, Co-Chair Rep. Rick Miera, Co-Chair Sen. Vernon D. Asbill Sen. Joseph A. Fidel Cecilia J. Grimes Pancho Guardiola (Supt. ) Robbie Heyman Kilino Marquez (Supt. ) Bud Mulcock Rep. Henry Kiki Saavedra Sen. Leonard Tsosie Dr. Moises Venegas Rep. W. C. "Dub" Williams n n n n Veronica Garcia (PED) Speaker of the House Ben Lujan Pro. Tem Ben D. Altamirano Gary Bland Dr. Leslie Carpenter, Supt. Sen. Joseph A. Fidel Leonard Haskie Rep. Larry A. Larrañaga Sen. Carroll H. Leavell Elizabeth Marrufo Norman Sauzo Scott Hughes (DFA) Katherine Miller (DFA)

PSCOOTF ’ 07’ A sampling of issues and discussions n n Funding Charters Improving maintenance and funding ¨ Adding n n incentives for good maintenance Lease / Purchase Option and impact on PSCOC Funding Adding flexibility to standards based funding ¨ Increasing Adequacy Standards ¨ Utilization of space ¨ Recognizing community use spaces

PSCOOTF ’ 07’ (continued) n Improving facility planning ¨ Infrastructure and Educational Planning GIS Database ¨ Rewarding early and complete planning n n Reduce requirement, on small projects, for PSFA review Subcontractor Bonding Requirement for NM License Prior to Bid Providing Fleet of Portables for Districts Use

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