APRIL 3-6, 2013, LONG BEACH, CA
FAC21 - PLANNING 101:
START YOUR ENGINES!
These materials have been prepared by the CASBO Facilities Professional Council (or CASBO Associate Member).
They have not been reviewed by State CASBO for approval, so therefore are not an official statement of CASBO.
Outline
• Demographic Planning, Enrollment Projections &
Boundaries
• Planning Capital Outlay Programs
• Needs Assessment – Master Planning
• Technology Needs & Coming Trends
• State Agencies & Audits
• Project & Program Budgeting
• Bond Planning & Funding Options
• Questions
2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO
Presenters
Presider: David Miranda, Assistant Director,
Facilities, Planning & Operations, Tustin USD
Speaker: Larry Ferchaw, Senior Director,
Dolinka Group
Speaker: Mark Rosson, Principal, Capital
Program Management
Speaker: June Lindsey, Education Services
Director, Ruhnau Ruhnau Clarke
2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO
Demographic Factors in Projecting Student Enrollment
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Birth/Fertility Rates
– Number of children born/projected to be born within the school district
Cohort Survival Factors
– Likelihood of students to progress from one grade level to the next
within the school district
Student Generation/Yield Rates
– Average number of students generated from each home within the
school district
Future Housing Construction
– Number of units by type to be built within the school district
Inter-/Intra-District Transfer Trends
– Movement of students from outside the school district and transfers of
students within the school district
Other Factors
– Foreclosures
– Private Schools/Charter Schools
– Outgoing transfer students
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Birth/Fertility Rates
• Used to project future kindergarten enrollment
• Growth in number of births statewide from 2001 to 2007
• Significant declines from 2008 – 2011 with projections for
growth starting this year
• Regional and sub-regional variations
• Can be analyzed at the County and ZIP Code levels depending
on the age of the community
2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO
Cohort Survival Factors
• Used to project the number of students from existing homes who
will progress from one grade level to the next
• Trends of students moving out of or entering the existing
housing stock of the school district
• Identify areas of decline/growth in existing housing by looking at
cohorts by regions/boundaries/study areas
• Weighting of cohorts can emphasize trends
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Student Yield Rates /New Residential Constructions
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Construction of new residential units has slowed/stopped…when will
it start again?
Growth from new development is more a question of when than how
many
Part of the challenge is to identify if future units will generate students
in similar numbers as have units built in the past
Higher density construction in many areas
2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO
Identifying Existing Capacity
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Inventory All Facilities
– Maps, site walks, open all the doors
– Permanent, Relocatable (Owned or Leased)
Identify Standards of the School District
– What standard types of rooms should each facility have
– How are vacant classrooms treated?
Loading Standards
– Use of uniform loading standards
– School Facilities Program standards?
– Load based on union contract/local standards?
Classroom Utilization Rates
– Preparation periods or roving teachers?
Quality of Facilities
– Would any planned improvements to facilities affect capacity
Calculated Capacity vs. Optimal Capacity
– Is the optimal capacity less than or greater than a calculated capacity?
2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO
Master Planning for Growth
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How Will Future Schools be Configured
– Grade level configuration
– Size
– New vs. expansion
Where Will Facilities be Needed
– Enrollment projections should project where students will be
generated
– What facilities would be overcrowded
– Where can a facility be located for logical attendance boundaries
– Site concerns
When Will Facilities be Needed
– Setting enrollment thresholds for when new schools should open
– Planning and construction timelines
– Impact on general fund
– Availability of construction funding
2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO
Planning Capital Outlay Programs
Capital outlay program defined:
It is the development of a comprehensive program for the
design, development, and implementation of a large-scale
facilities Capital Outlay Program that consists of multiple
projects, typically carried out over a period of many years.
2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO
DISTRICT
Capital Outlay
Planning Components
SCOPE
SCHEDULE
FACILITY
MASTER PLAN
BUDGET
FUNDING
IMPLEMENTATION PLAN
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Facility Needs Assessment
• Assess the condition of all facilities
• Identify facility needs and inequities across the District
• Identify the cost of improvements
• Make recommendations (short and long term)
• District standards (i.e., Construction materials, design,
sustainability)
• Board approved educational specifications
2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO
Create a Master Plan Schedule with Milestones
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Set up your team – RFQ for consultants services
Gather data and develop facility & enrollment history
Assess facilities
Develop educational framework
Develop facility options and priorities
Retain community input
Develop a funding plan
Develop an implementation plan
Board presentation
Board approval
2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO
Technology Needs & Coming Trends
• Electronic textbooks
• Building a Wireless Infrastructure for Systems
Conversing on Data Network
• Online Standardized Testing mandate by 2015
• Readiness and implementation of BYOD (Bring
Your Own Device)
• A data network infrastructure built for the future
2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO
What’s your Vision – Future?
• Vision
• Questions
- What do you want to teach?
- How do you want to teach it?
• Dry Creek Joint Elementary School District
- Next Generation of Teaching
• Future
- Build infrastructure for flexibility
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Next Generation of Teaching
2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO
State Agencies & Audits
Department of State Architect (DSA)
http://www.dgs.ca.gov/
California Department of Education (CDE)
http://www.cde.ca.gov/
Office of Public School Construction (OPSC)
http://www.dgs.ca.gov/
Department of Industrial Relations (DIR)
http://www.dir.ca.gov/
California Environmental Quality Act (CEQA)
http://ceres.ca.gov/ceqa/guidelines/
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Comprehensive Program & Project Budgets
• Hard and soft costs
• Escalation
• Program-wide expenses
• Loss reserve program contingency
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School District
FUNDING
Program-Wide
Expenses
High School
Program
Escalation
Project
Budgets
Program
Loss Reserve
High School
Program
Balance
Elementary Mod Project No. 1
Elementary Mod Project No. 2
Elementary Mod Project No. 3
100.00000 Site Costs
200.00000 District and Agency Costs
300.00000 Consultant Costs
400.00000 Bid Costs
500.00000 Construction Costs
600.00000 Construction Support Costs
700.00000 Furniture & Equipment Costs
800.00000 Miscellaneous Project Costs
900.00000 Contingency Costs
100.00000 Site Costs
200.00000 District and Agency Costs
300.00000 Consultant Costs
400.00000 Bid Costs
500.00000 Construction Costs
600.00000 Construction Support Costs
700.00000 Furniture & Equipment Costs
800.00000 Miscellaneous Project Costs
900.00000 Contingency Costs
Elementary Mod Project No. 4
Elementary Mod Project No. 5
Elementary Mod Project No. 6
Middle School Mod Project No. 1
Middle School Mod Project No. 2
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Identify & Evaluate Local Assets
• Developer Fees (Level 1 & Level 2)
• Mitigation Agreements
• Community Facilities Districts
– Existing Funds in Construction Accounts
– Remainder Special Taxes
– Future Special Tax Levies & Bond Sales
• Redevelopment
– Past Collections
– Future Collections
• Surplus Property
– Lease of Property
– Sale of Property
2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO
Re-Evaluate Needs Based on Funding Program
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Question – What tax rate and bond authorization will be approved by
the Governing Board and put to the voters (low, medium, high)?
Question – How much of the "Net Funding Shortfall" may/could be
covered by future funds from the State?
2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO
Questions
Presider: David Miranda, Assistant Director,
Facilities, Planning & Operations, Tustin USD
Speaker: Larry Ferchaw, Senior Director,
Dolinka Group
Speaker: Mark Rosson, Principal, Capital
Program Management
Speaker: June Lindsey, Education Services
Director, Ruhnau Ruhnau Clarke
2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO