Alberta Education/ASBOA Bootcamp 101

Transcription

1 Alberta Education/ASBOA Bootcamp 101 Presentation by Capital Planning September 18, 2015 Presentation Outline Roles & Responsibilities of Education and Infrastructure Capital Project Planning - Submission of Three-Year Capital Plans Capital Planning School Capital Manual Infrastructure Maintenance and Renewal (IMR) Disposition of Property Questions 1

2 Government s Commitment Government is committed to ensuring that all students are educated in safe and well-maintained school facilities. Critical to work together with stakeholders to ensure students have access to quality learning environments. Roles & Responsibilities EDUCATION Reviews three-year capital plans to develop provincial priorities for capital projects. Policy development First point of contact for school boards on all matters related to school infrastructure. Provides the funding for PO&M, IMR and all approved capital projects. 2

3 Roles & Responsibilities INFRASTRUCTURE Provides technical advice on existing facilities and new construction projects. Provides cost estimates to Education. Monitors / manages school construction projects from the design to the completion stage. Annual school facility condition audits and reporting of performance measures Capital Planning Contacts Capital Planning, North: Michael Ediger, Director, Capital Planning, South: Avi Habinski, Director, Strategic Planning: Dale Box, Director, Executive Director: Laura Cameron,

4 Capital Planning - South Region Calgary Roman Catholic Separate School District Calgary School District Canadian Rockies Regional Division Chinook s Edge School Division Christ the Redeemer Catholic Separate Regional Division Clearview School Division Foothills School Division Golden Hills School Division Grasslands Regional Division Holy Spirit Roman Catholic Separate Regional Division Horizon School Division Lethbridge School District Livingstone Range School Division Medicine Hat Catholic Separate Regional Division Medicine Hat School District Palliser Regional Division Prairie Land Regional Division Prairie Rose School Division Red Deer Catholic Regional Division Red Deer Public School District Rocky View School Division Westwind School Division Wild Rose School Division Wolf Creek School Division Greater Southern Public Francophone Education Region Greater Southern Separate Catholic Francophone Education Region Capital Planning North Region Battle River Regional Division Aspen View Regional Division Black Gold Regional Division Buffalo Trail Public Schools Regional Division East Central Alberta Catholic Separate Schools Regional Division Edmonton Catholic Separate School District Edmonton School District Elk Island Catholic Separate Regional Division Elk Island Public Schools Regional Division Evergreen Catholic Separate Regional Division Fort McMurray Roman Catholic Separate School District Fort McMurray Public School District Fort Vermilion School Division Grande Prairie Public School District Grande Prairie Roman Catholic Separate School District Grande Yellowhead Regional Division Greater St. Albert Roman Catholic Separate School District High Prairie School Division Holy Family Catholic Regional Division Lakeland Roman Catholic Separate School District Living Waters Catholic Regional Division Lloydminster Public School Division Lloydminster Roman Catholic Separate School Division Northern Gateway Regional Division Northern Lights School Division Northland School Division Parkland School Division Peace River School Division Peace Wapiti School Division Pembina Hills Regional Division St. Albert Public School District St. Paul Education Regional Division St. Thomas Aquinas Roman Catholic Separate Regional Division Sturgeon School Division Wetaskiwin Regional Division Greater North Central Francophone Education Region East Central Francophone Education Region Northwest Francophone Education Region 4

5 School Capital Manual School Capital Manual: The most current School Capital Manual is available on the Alberta Education website: The School Capital Manual is a valuable reference for policy, procedures and standard information. The Manual will help guide school jurisdictions in developing their Three-Year Capital Plans and implementing school capital projects. For assistance in interpretation or for additional information, please contact your designated Education Manager 5

6 School Capital Manual: The Manual was updated in March Capital Planning is maintaining a current on-line Manual that includes access to current versions of electronic forms. It is recommended that you use the online resources to ensure that you are working with the most recent policies and procedures. (e.g. How to submit your modular requests) A summary of the major changes from the previous version is provided on the website each time a new version is posted. We are always open to feedback on improvements. School Capital Manual: Capital Project Implementation Details are available in the School Capital Manual and from your contacts at Education and Infrastructure on the following topics: Area Capacity and Utilization Determining School Capacity and Utilization School Size Tables Provincial Costing Methodology Project Support CPMP Templates for sizing and costing Schools Design and Construction Standards for Schools Construction Contracts Tendering Requirements 6

7 Area Capacity and Utilization Reports Updated reports are sent to boards every spring for review Education provides the enrolment information Infrastructure keeps inventory of areas original school additions, modulars etc.; lease space exemptions We require your help in ensuring that these records are accurate please review data carefully before signing off as this information does have an effect on your IMR funding. These reports are one of several tools used by Education, Infrastructure and school jurisdictions for planning and to help identify when additional capacity may be needed to address increasing populations. A school is considered to be at full capacity when the utilization rate is 100%; however, a utilization rate of 85% flags a school for closer evaluation to determine enrolment trends and overall utilization in the surrounding area. Costing Methodology Project Suppot Costs New Space Expansion Enrolment (projected enrolment as supported by Alberta Education) is used to determine capacity and establish the Gross Area for a new school or expansion project Current Construction Support Rates ($ per square metre) are based upon analysis of cost models and current tenders by Alberta Infrastructure. The rates are updated annually. Geographic Location Factors, established for various locations in Alberta, are also applied to costing Constant $ = Gross Area X Support Rate x Location Factor Support for consultant fees, project expenses, furniture and equipment and non-refundable GST is also provided. Refer to the School Capital Manual Appendix B for applicable percentages for these soft costs. At the time of project approval, anticipated Escalation over the design and construction schedule is incorporated into project costs. 7

8 Templates Cost Planning Monitoring Program New Space Expansion Alberta Infrastructure uses CPMP templates to establish project support for project approvals. The templates can also be used to size schools (size tables are embedded). When the approved capacity, grade configuration, gross area, location and project schedule are established, the templates generate associated construction costs, soft costs and escalation for the approved Total Project Cost. Modernization and Demolition CPMP templates are also used to forecast costs of minor, medium and major modernization work based upon area; as well as building demolition costs for right sizing or replacement. When Value Scoping or feasibility costing is done prior to approval of a major modernization, more detailed cost information can also be entered into the template and updated for escalation. Infrastructure Maintenance and Renewal Program (IMR) Each year school jurisdictions are provided with funding for the maintenance of school buildings (e.g. $100 million for 2014/2015). This IMR funding may only be spent for approved purposes. (see section 7 of the School Capital Manual for details of how the allocation is calculated and the types of expenditures allowed) Funding is intended to be used to ensure the health and safety of staff and students, ensure the facility meets all regulatory requirements, replace failed building components, prolong the life of the facility through planned, proactive replacement of major components and to meet facility requirements of students with special needs. Funding can also be used to replace or upgrade building components to improve energy conservation and to upgrade educational areas to meet program requirements. There are thresholds that require advanced approval, so please refer to the manual for those details. 8

9 Infrastructure Maintenance and Renewal Program (IMR) The first installment of the IMR payment is up to 50% of the annual allocation and flows in September of each year, provided all reporting requirements from the previous year have been met. (See Part 7 of the Funding Manual for School Authorities) The IMR Statement of Actual Expenditures for the previous school year must be sent to Education/Infrastructure by December each year. The second installment is the balance of the annual allocation and is scheduled to flow in April. Since this is contingent upon the receipt and approval of the IMR Statement of Actual Expenditures delays in submitting the paperwork may result in your second installment being delayed. Capital Planning 9

10 Capital Planning: Annual Three-Year Capital Plans Each year school boards are required to update their Three-Year Capital Plan and submit it to Alberta Education for funding consideration. The Three-Year Capital Plan must be submitted by April 1 using the WAP Web Access Program. Training and passwords are available from Alberta Infrastructure. The web submission is used as the primary source of information when the project is considered for funding. Providing clear information and supporting documentation allows your Education Manager to adequately assess the need and advocate on your behalf. Capital Planning: Types of Capital Projects New / Expansion construction of new school buildings or major additions to existing school buildings to accommodate growth in enrolment and new program requirements. Modernization renovation of a school building or portion of a school building to address physical obsolescence and/or improve functional adequacy and suitability for present and future educational programs. 10

11 Capital Planning: Evaluation of Capital Plans Capital projects are reviewed and prioritized by Capital Planning prior to being submitted to Alberta Infrastructure. Projects identified in the Three-Year Capital Plans need sufficiently detailed information to allow CP staff to understand and support the requests and to communicate the need within the department, the ministry and the province. Capital Planning: Evaluation of Capital Plans Education prioritizes project requests by first considering the priority assigned by the jurisdiction and then by giving consideration to the following: Health and Safety Potential impact on health and safety of occupants by not proceeding with the project. Utilization Rates Utilization of existing facilities. Enrolment Projections Trends and subsequent school board plans for the accommodation of students. Building Condition Facility audit scores. Education Program Delivery How the project enhances student learning Additional Information such as studies, regional plans, project scoping reports, etc. 11

12 Capital Planning: Emergent Modular Classroom Program Emergent Modular Classroom Program to ease enrolment pressures in communities where school jurisdictions are experiencing high student enrolment growth and to provide flexibility to move the classrooms to where they are needed to accommodate students. A separate call for modular classroom needs in November of each year to ensure new units can be in place in time for the following school year. Disposition of Property 12

13 Disposition of Property: Process In December 2010, the disposition of property became the responsibility of the Minister of Education (Disposition of Property Regulation AR181/2010) This process is for the disposition of all real property land or buildings under the jurisdiction s responsibility. The process includes two distinct phases 1. Initial notification of the board s intent to seek disposal of a property, and 2. Final submission and approval of the disposition. The initial notification is to Education and allows for the exploration of alternative government uses for the property (including but not limited to educational uses) Disposition of Property: Process If no other government use is identified, the jurisdiction will be instructed to proceed with stage two of the disposition request and the board will be notified of the proportion of the proceeds that are restricted for school construction only. Each instance where there is government interest in a property will be dealt with on a case by case basis. For additional information, contact your respective Education Manager in Capital Planning. 13

14 Questions? 14