Alberta Education/ ASBOA
BOOTCAMP 101
Presentation by
Robert Craig, Senior Manager, Capital
Planning North
Robert.craig@gov.ab.ca
January 9, 2015
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
Education and Infrastructure: A Team
Approach
Education:
• Responsibility for all Capital
funding for schools: PO&M, 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.
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
Government’s 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.
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
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.
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 school’s focus? What are the
impediments to effective program delivery?
– Replacement? Is the cost of modernizing the school > 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”
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.
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.
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.
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.
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.
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.
Core School Design
Government owns these
designs and school
jurisdictions can use them
and modify them as
required.
School Capital Manual
• The 2013 School Capital Manual is available on the Alberta
Education website:
– http://education.alberta.ca/admin/funding/schoolfacilities.aspx
– http://education.alberta.ca/department/ipr/capitalplanning/infra
structureresources.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
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.
Capital Planning Contacts
Capital Planning, North
Michael Ediger, Director
780- 427-2083
Strategic Planning
Dale Box, Director
780- 415-5854
Capital Planning, South
Avi Habinski, Director
780- 427-2272
Executive Director
Laura Cameron
780- 427-0289
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
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
Area Capacity and Utilization Reports
• A new Instructional Area formula has been implemented this year
• 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 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.
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.
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.
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
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.
• 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.
Questions?