Alberta Education/ ASBOA BOOTCAMP 101

1
Alberta Education/ ASBOABOOTCAMP 101

• Presentation by
• Robert Craig, Senior Manager, Capital Planning
  North
• Robert.craig_at_gov.ab.ca
• January 9, 2015

2
Presentation Outline

• Introductions
• 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
• Capital Announcements and Timing
• Questions

3
Education and Infrastructure A Team Approach

• 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

• Education
• Responsibility for all Capital funding for
  schools POM, IMR and all approved capital
  projects.
• 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.

4
Governments Commitment

• Government is committed to ensuring that all
  students are educated in safe and well-maintained
  school facilities.
• Collaboration with stakeholders is critical to
  success in ensuring students have equity of
  access to quality learning environments.

5
Mission and Vision

• Our Mission Create the best possible school
  facilities through collaboration with school
  jurisdictions and communities
• Our Vision Alberta is a recognized leader in
  creating educationally effective and well
  maintained school facilities that inspire and are
  accessible to all students and communities

6
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.

7
Developing Your Capital Plan Important
Considerations

• Modernizations
• Facility Condition Audit how old is the audit?
  High priority Modernization requests should have
  recent audits.
• Program Delivery challenges What is the
  schools focus? What are the impediments to
  effective program delivery?
• Replacement? Is the cost of modernizing the
  school gt 75 of R.V.?
• New Schools
• Scope Capacity Opening and Final Capacity
• Grade configuration potential impact on other
  schools
• Site Readiness size, servicing, access, zoning
  (checklist)
• Partnership Opportunities Guide to
  Partnerships

8
(No Transcript)
9
Three-Year Capital Plans- Criteria Used in
Evaluating Projects

• Capital projects are reviewed and prioritized by
  Capital Planning prior to being submitted to
  Alberta Infrastructure for technical analysis /
  review.
• 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.

10
Three-Year Capital Plans- Criteria Used in
Evaluating Projects

• 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 / alternatives?
• 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, etc.

11
Three-Year Capital Plans- Categories 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.
• Lease Support
• no longer part of the Capital planning process,
  however, school jurisdictions may receive funding
  to lease appropriate facilities when other
  accommodation options are not available or
  practical to accommodate current enrolment.

12
Three-Year Capital Plans- Categories of Capital
Projects

• 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.

13
Core School Designs

• In 2005, a stakeholder committee concluded that
  significant savings could be achieved by using
  core/modular schools in Alberta.
• With this concept for schools, the permanent
  school core contains specialized classrooms,
  administration, gymnasium, washroom space and
  service rooms.
• High quality modular classrooms are attached
  directly to the school core, and may be added or
  removed to accommodate changing enrollments.

14
Core School Design
Commencing in 2007, consultants were retained to
develop standard core designs, working with
Infrastructure, Education and stakeholder
committees. Core designs for K-6 and K-9
configurations were developed. In 2009, core
school designs were developed for the 5-9
configurations.
15
Core School Design
Government owns these designs and school
jurisdictions can use them and modify them as
required.
16
School Capital Manual

• The 2013 School Capital Manual is available on
  the Alberta Education website
• http//education.alberta.ca/admin/funding/schoolfa
  cilities.aspx
• http//education.alberta.ca/department/ipr/capital
  planning/infrastructureresources.aspx
• 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 Capital Planning Senior Manager

17
School Capital Manual

• The Manual was updated in October 2013.
• 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.

18
Capital Planning Contacts
Strategic Planning Dale Box, Director 780-
415-5854 Executive Director Laura
Cameron 780- 427-0289

• Capital Planning, North
• Michael Ediger, Director
• 780- 427-2083
• Capital Planning, South
• Avi Habinski, Director
• 780- 427-2272

19
Capital Planning South Region

• 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

• Calgary Roman Catholic Separate School District
• Calgary School District
• Canadian Rockies Regional Division
• Chinooks 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

20
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

• 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

21
Capital Project Implementation -Scope, Costs,
Schedule, Procurement

• 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

22
Area Capacity and Utilization Reports

• A new Instructional Area formula has been
  implemented this year
• Infrastructure keeps inventory of areasoriginal
  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.

23
Costing Methodology Project Support 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.

24
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.

25
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.

26
Infrastructure Maintenance and Renewal Program
(IMR)

• The first installment of the IMR payment is 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 3.
• The second installment is the final 50 of the
  annual allocation and is scheduled to flow in
  April. Since the final 50 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.

27
IMR - Calculation

• The following factors are used to calculate your
  IMR grant
• FTE Enrolment (50)
• Area of schools in active use for instruction
  (24)
• Weighted Age of facilities (24)
• Other factors, i.e. GST (2)
• The detailed formula is found in the SCM

28
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
  jurisdictions responsibility.
• The process includes two distinct phases
• Initial notification of the boards intent to
  seek disposal of a property, and
• 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)

29
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.
• A new draft Regulation under the new Education
  Act is posted online for comment. It could come
  into effect in September.
• For additional information, contact your
  respective Education Manager in Capital Planning.

30
Questions?