Moderator: Kathleen Moore, DirectorModerator: Kathleen Moore, DirectorSchool Facilities Planning DivisionSchool Facilities Planning DivisionCalifornia Department of EducationCalifornia Department of Education

Small School Districts’ Association 28Small School Districts’ Association 28thth Annual Conference Annual ConferenceApril 14, 2011, 9:45-10:45 AMApril 14, 2011, 9:45-10:45 AM

How to Build a School in CaliforniaManaging the State Agency Requirements

California Department of Education

School Facilities School Facilities Planning DivisionPlanning Division

Presenter:Presenter:Kathleen MooreKathleen Moore

Agenda Summary

▪ Role of the California Department of Education (CDE)

▪Overview of the CDE site and plan approval processes

▪ Top 10 Tips for getting your Projects Approved

▪ Resources

Role of the CDE

▪ California Education Code Section 17251– CDE to develop standards for school sites and

plans to ensure educational appropriateness and promote school safety

– Upon LEA request, CDE reviews proposed school sites and plans

▪ Standards in California Code of Regulations (CCR), Title 5

▪ Advisory and Best Practices

Role of the CDE (cont.)

▪ All public school sites and plans, regardless of funding source, must meet Title 5 standards:– Section 14010, site standards– Section 14030, plan standards– Sections 14011 and 14032, state funded procedures– Sections 14012 and 14033, locally funded procedures

▪ If state funds are to be requested, CDE approval is required (Education Code Section 17070.50)

SFPD – Who are we?

▪ Director - Kathleen Moore▪ Supervising Field Representative - Fred Yeager ▪ Education Administrator - Kathleen Seabourne (policy)▪ Staff Manager – Diane Works (supervises Analysts)▪ Senior Architect – Diane Waters

▪ 12 Field Representatives - (Geographic and topical assignments, 8 based in Sacramento Office)

▪ Office of School Transportation

Vision and Guiding Principles

The California Department of Education envisions school facilities that enhance the achievement of all students and are learner-centered, safe, sustainable, and centers of community.

Vision and Guiding Principles

The siting and design of educational facilities will:

• Reflect the Local Educational Agency’s board-adopted facilities master plan and educational specifications.

• Result from an open, community-based, and comprehensive planning process including all stakeholders and early dialogue with all involved planning agencies.

Vision and Guiding Principles

• Accommodate a complete facility supporting the delivery of the adopted educational program, be accessible to all, and adaptable to future demographic, educational, and community needs.

• Support students, parents, teachers and staff in closing achievement gaps, and preparing students for the workforce, post-secondary education, and lifelong learning.

Vision and Guiding Principles

• Consider the full spectrum of community facilities and support opportunities for joint-use and educational partnerships.

• Ensure safety from existing and potential hazards and incompatible land uses.

• Provide a secure environment with a focus on supervision.

Vision and Guiding Principles

• Create comfortable, attractive, and stimulating environments that support collaboration and diverse learning styles and opportunities.

• Promote sustainable practices that conserve natural resources, limit greenhouse gas emissions, optimize construction and life cycle costs, and encourage walking and bicycling.

Vision and Guiding Principles

• Incorporate superior acoustics, indoor-air quality, and natural lighting.

• Respond to current and future information, communication, and technology needs.

• Support student health, nutrition, and physical fitness

Site Approval Process Overview

CDE EVALUATIONCDE evaluates/ranks three or more of

the potential sites identified by the LEA, and notes any required special

studies per Title 5 (SFPD 4.0)

PREFERRED SITELEA selects preferred site and prepares

CDE required documents, completes procedures per Codes and Title 5,

including CEQA & DTSC (SFPD 4.01)

OPSC SUBMITTALLEA submits CDE site & plan

approval letters as part of their Office of Public School Construction

(OPSC) funding application

POTENTIAL SITESLEA identifies and evaluates

potential sites

FACILITY MASTER PLANLocal Educational Agency (LEA)

evaluates short and long term facility needs

CDE SITE APPROVAL

LEA submits site package, Analyst reviews, Field Rep. and Asst. Dir.

approves if Code & Title 5 standards and procedures are met

Plan Approval Process Overview

DEVELOPING THE PLANSLEA develops and submits

preliminary plans to CDE(design development with SFPD

form 4.07 / 4.08)

CDE PRELIMINARY PLAN REVIEW

Analyst reviews plans per Title 5, Field Rep. may require or

recommend changes. LEA resolves CDE concerns, makes

plan changes

OPSC SUBMITTALLEA submits CDE plan approval

letter as part of their OPSC funding application

CDE FINAL PLAN APPROVALLEA submits final plans, Field Rep. & Asst. Dir. approves if Code & Title 5 standards are met, and CEQA & DTSC (if applicable) are Complete

EDUCATIONAL SPECIFICATIONS

LEA develops/adopts Educational Specifications

CDE Top 10 Tips

1. Develop and Use Educational Specifications– Links function / educational program to design

– Required by Title 5

– Involve all stakeholders in development Teachers Classified Parents Community Students

– Board-adopted– Consider new trends / post-occupancy evaluation

CDE Top 10 Tips

2. Develop / Update a Facilities Master Plan- Recommend 5+ year timeframe, update at least every 3-5

years- CDE reviews Master Plan with site approval package to

justify site size acquisition, master plan capacity– Identify need to acquire land, build or consolidate– Where to build– What to build– What to modernize– Budget estimates– Funding sources

CDE Top 10 Tips

3. Ensure that LEA staff, your architects and consultants understand and use CCR Title 5, e.g.:– Minimum classroom sizes– Parking lot, drop-off, bus separations/safety– Mitigations noted in site approval, such as: power line

setbacks, pipeline mitigations, demonstration of adequate physical education on smaller sites

– Know how to request & document standard exemptions

CDE Top 10 Tips

4. Use most current forms/guidance from CDE Web– Latest requirements and certifications on forms

– Small school site policy / maximum student density

– Physical education – guidance for smaller sites

– Guidance for power lines, pipelines, etc.

CDE Top 10 Tips

5. Early and frequent contact with CDE Field Representative– Review of requirements, processes

– New laws, regulations, policies, recommended guidance

– Scheduling of review times

– Consider attending County Office of Ed. Facilities Planners Meetings

CDE Top 10 Tips6. Plan sites for future growth (acreage, access,

supervision, interaction, support for expand capacity)Support and other facilities such as:

– Additional toilets– Cafeteria/outdoor seating, satellite food services– Lockers– Physical education teaching stations– New construction / relocatable classrooms– Special Education

• District and County Office of Education• Parking and other interaction on campus

– Preschool / day care– Joint-Use

CDE Top 10 Tips7. Understand the role / timelines of CDE,

City/County and any other approval agencies– Are there any other agency approvals or overrides

needed? (e.g.,Coastal Commission, Regional Planning Agency, Army Corp of Engineers, Airport Land Use Commission, Dept. of Conservation-Williamson Act Contracts, Air Quality Mgmt. Dist, CalTrans-Airports, Cities/Counties, etc.)

– Need for utility and road access, connections– Off-site improvements, mitigations– Grading / drainage permits– New air impact assessment fee / indirect source

review

CDE Top 10 Tips

8. Ensure your documents / studies are consistent internally and with each other

same location, acreage, project scope, master plan capacity,conclusions / findings in all submitted to CDE, such as:

– California Environment Quality Act (CEQA) – EIRs, Neg. Decs.

– Department of Toxic Substances Control (DTSC) – Phase I

– Geohazards Reports

– Safety Studies (pipelines, powerlines, railroads, etc.)

– CDE forms (SFPD 4.0, 4.02)

– Legal description and matching maps

CDE Top 10 Tips

9. Clear Definition of Project Scope Upfront

– What level of CEQA analysis is needed?

– Is DTSC approval needed? If so, be prepared for Phase 1 Environmental Site Assessment, Preliminary Endangerment Assessment, or Removal Actions, etc.

– Other safety studies as required / noted on the SFPD 4.0 Initial Site Evaluation

– All joint use acreage included/covered by reports?

CDE Top 10 Tips

10. Submit Preliminary Plans to CDE– Schematic/Design development docs. (20-50%)– Saves time for CDE final plan approval– Saves money (fewer unexpected changes later)– Better final product– Insist your design professional submit early (before

DSA submittal)– Respond to preliminary plan required changes and

comments in final plan approval request

CDE Top 10 Tips

Bonus tips:– Be aware of funding deadlines, don’t wait and file at the last

minute– Read consultant / architect prepared forms/reports before

submitting to CDE– Submit drawings / plans that are readable and call out uses,

dimensions, safety equipment etc.– Submit only complete packages with forms completely filled out– Use the Env. Hazards Checklist form for site packages,

consider electronic/interactive disk submittal

Sample CDE Web Site Resources▪ California Code of Regulations, Title 5

▪ Hazard evaluation guidance (pipelines, power lines, etc.)

▪ Project application forms

▪ Staff and County assignments

▪ Physical Education Planning Guidelines

▪ Small School Site Guidelines

▪ Advisories / Memos / Reports / Presentations

▪ Guidance / Best Practices Publications (e.g., School Site Selection & Approval, School Site Analysis and Development, Educational Specifications, Healthy Children Ready to Learn)

▪ What’s new , list serve

Other Agency Resources

▪ Collaborative for High Performance Schools (CHPS) http://www.chps.net/

▪ The Council for Educational Facility Planners International (CEFPI) http:/www.cefpi.org/

▪ National Clearinghouse for Educational Facilities http://www.edfacilities.org/

CDE Contact Information

California Department of EducationSchool Facilities Planning Division1430 N Street, Suite 1201Sacramento, CA 95814(916) 322-2470

http://www.cde.ca.gov/ls/fa/

““The Building The Building Department for Department for Public Schools” Public Schools”

DDivision of the ivision of the

SStatetate

AArchitectrchitect

Presenter:Presenter:Howard “Chip” SmithHoward “Chip” Smith

DSA OrganizationDSA Organization

▪ DSA Headquarters located in Sacramento

▪ Four DSA Regional Offices

– Oakland

– Sacramento

– Los Angeles

– San Diego

Los Angeles Basin REGIONAL OFFICE

San Francisco Basin REGIONAL OFFICE

San Diego REGIONAL OFFICE

SacramentoRegional OfficeDSA HEADQUARTERS

DSA OrganizationDSA Organization

▪ DSA Headquarters– Code Development

– Statewide programs: inspector certification & training, laboratory approvals (LEA)

– Interpretations of Regulations (IRs), Bulletins, Policies, Procedures

– DSA Academy (learning resource for staff/clients)

– DSA Advisory Board and Committees

DSA OrganizationDSA Organization

▪ DSA Regional Offices– Project plan review and approval

– Construction oversight

– Project inspector approval

– Project close-out & certification

TIP – know the DSA contacts for your project:- Intake Architect- Supervisors- Regional Manager

Scope of DSA’s ReviewScope of DSA’s Review

▪ DSA reviews design for compliance with building regulations:– Structural Safety (SS)

– Fire and Life Safety (FLS)

– Accessibility (AC)

– High Performance Incentive (HPI)

▪ Construction documents must show ALL work (electrical, mechanical, plumbing, site)

Projects for which DSA Review is Projects for which DSA Review is RequiredRequired▪ New school buildings

▪ Alterations to existing school buildings if project cost exceeds $36,908 (IR A-10)

▪ Site replacement of relocatable classrooms

▪ Reconstruction – the repair of damage to an existing certified school building such as fire damage

▪ Rehabilitation – comprehensive evaluation and retrofit of an existing non-conforming building

▪ Miscellaneous structures & facilities (ex.: light poles, scoreboards)

DSA Review is Not Required for:DSA Review is Not Required for:

▪ Off-campus administrative buildings

▪ Maintenance projects – reroof and repair – Title 24, Part 1, Section 4-314

▪ Alteration projects, if estimated construction cost of less than $36,908 (refer to IR A-10)

▪ Questions ? Contact your Regional Office

Applicable Laws and RegulationsApplicable Laws and Regulations

▪ Statutes– Education Code Section 17280 (Field Act – K-12)– Education Code Section 81130 (Field Act – Community College)– Government Code Sections 14963 & 14964 (FLS)– Government Code Section 4450 (Accessibility)

▪ Regulations – Title 24, Parts 1 – 12:– Part 1 – Administrative– Part 2 – Building Code– Parts 3, 4, 5, 6, 9, 11 – Electrical, Mechanical, Plumbing, Energy,

Fire Codes and Green Codes

Project Development TipsProject Development Tips

▪ Prior to design, conduct adequate surveys for accessibility, fire-safety and structural aspects of existing facilities

▪ Preliminary meeting with DSA recommended for large or complex projects:- Project scheduling constraints & funding deadlines- Verify deferred approval items (e.g. fire sprinkler design)

1: Submitting Plans to DSA1: Submitting Plans to DSA

▪ Complete plans and specifications: 3 sets (4 if requesting HPI review); use Form DSA-3, Project Submittal Checklist

▪ Geological Hazards Report and Soils Report, if required (refer to IR A-4)

▪ Site drawing signed by local fire authority approving fire access, gates, fire flow, and hydrants

▪ Site plan to show “Path of Travel” for site and building accessibility

1: Submitting Plans to DSA (cont.)1: Submitting Plans to DSA (cont.)

▪ Energy compliance documentation

– 2008 Energy Code Compliance Checklist (DSA-403)

▪ DSA Application Form (DSA-1)

▪ Project tracking (PTN) number

▪ Testing and Inspection Form (DSA-103)

▪ Fees - based on estimated construction cost

▪ Structural calculations

2: Plan Review2: Plan Review

▪ Plans reviewed by next available plan reviewer (for each of four disciplines)

▪ Plans reviewed in order received (exception - “shovel ready” project prioritization)

▪ Four concurrent reviews are conducted:1. Structural – structural engineer2. Fire and Life Safety – fire and life-safety officer3. Accessibility – access compliance review 4. HPI – High Performance Incentive review

3: Reviewed Plans Returned to 3: Reviewed Plans Returned to ArchitectArchitect▪ Each of four “check sets” (SS, FLS, AC, HPI)

returned to Architect when completed

▪ DSA Web site “TRACKER” also indicates status of each review (SS, FLS, AC, HPI)

4: “Back check” and Approval of 4: “Back check” and Approval of PlansPlans▪ Architect schedules “back check” appointment

at DSA (SS, FLS, AC, HPI)

▪ Architect and consultants bring amended tracings and check sets to back check

▪ Architect and consultants must provide experienced staff at the back check

Approval of Plans and SpecsApproval of Plans and Specs

▪ DSA staff review tracings and three check sets with the architect and engineers

▪When back check is done, SS, FLS, AC initial and date DSA Identification Stamp

Approval of Plans and Specs:Approval of Plans and Specs:DSA Approval LetterDSA Approval Letter▪ DSA scans all stamped drawings and

specifications, and then returns documents- DSA Policy 06-01

▪ Approval Letter is issued via emailDSA Bulletin 06-02

▪ Construction contract may be awarded upon approval (DSA Approval Letter)

Construction Oversight & CertificationConstruction Oversight & Certification

▪ DSA Certified Project Inspectors

▪ Design Professional

▪ DSA Field Staff

▪ Contractors

▪ Testing Labs

DSA Web SiteDSA Web Sitehttp://www.dsa.dgs.ca.govhttp://www.dsa.dgs.ca.gov▪ Project Status – “TRACKER”

▪ Project Submittal / Plan Review Process

▪ DSA Publications and Forms

▪ DSA Inspector and Lab Programs

▪ Contact Information for HQ and Regional Offices

““Tips for Receiving Tips for Receiving State Funding”State Funding”

OOffice of ffice of

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CConstructiononstruction

Presenters:Presenters:Lisa SilvermanLisa SilvermanBrian LaPaskBrian LaPask

Tips for Active ApportionmentsTips for Active Apportionments

▪ Keep your $$

▪ Be aware of your Time Limit on Fund Release (TLOFR)

TLOFR for Active ApportionmentsTLOFR for Active Apportionments(in millions)(in millions)

Tips for PIF Active ApportionmentsTips for PIF Active Apportionments

▪ Priorities in Funding Apportionments

– Submit a SAB 50-05 within 90 days of apportionment

– Must have entered into contracts for at least 50 percent of the total project cost

Tips for PIF Active ApportionmentsTips for PIF Active Apportionments

Priorities in Funding Apportionments

▪ 1st Round

– August 4, 2010 100% of funds were released

▪ 2nd Round

– December 15, 2010 99.9% of funds were released

– January 26, 2011 50-05 due 4/26/11

– February 23, 2011 50-05 due 5/24/11

Tips for Unfunded ApprovalsTips for Unfunded Approvals

▪ Be familiar with the “Priorities in Funding” rules

▪ Unfunded approvals are not a guarantee of funding

▪ Financial Hardship applications do not go through a re-review process if their Financial Hardship status expired while on the unfunded list.

Current IssuesCurrent Issues

▪ April 12, 2011 SAB Seismic Mitigation Subcommittee– Discussed impediments to accessing the Seismic Mitigation

Program– Discussed options/concepts that will provide for greater

accessibility to the Seismic Mitigation Program

▪ April 12, 2011 SAB Cash Management Subcommittee– Discussed potential changes to apportioning projects when future

cash is available– Discussed rescissions and the issue of Financial Hardship re-

reviews

Remaining Bond AuthorityRemaining Bond AuthorityIn millions - As of March 23, 2011In millions - As of March 23, 2011

Tips for Programs with Funds AvailableTips for Programs with Funds Available

▪ Modernization

▪ New Construction

▪ Overcrowding Relief Grant

▪ Seismic Mitigation

▪ High Performance Incentive

ModernizationModernization

▪ 60/40 state and local sharing basis

▪ Eligible improvements to educationally enhance existing school facilities

New ConstructionNew Construction

▪ 50/50 state and local sharing basis

▪ Eligible projects that add pupil capacity to a school district

Overcrowding Relief GrantOvercrowding Relief Grant

▪ Replacement of portable classrooms with permanent classrooms at overcrowded school sites

Seismic Mitigation ProgramSeismic Mitigation Program

▪ Seismic repair, reconstruction, or replacement of the “most vulnerable” school facilities

High Performance Incentive GrantsHigh Performance Incentive Grants

▪ Supplemental grant for projects with high performance attributes

OPSC Outreach Team

• Internal Training

• External Training

• Hands-on assistance for school districts

• Explain program options and assisting in the application process

OPSC WebinarsPart I: Elements of a Complete Application

April 11, 2011 - 9:00 a.m.-10:30 a.m. Archive available online

Part II: Site Development Funding

April 18, 2011 - 9:00 a.m.-11:00 a.m.

Part III: New Construction Eligibility and Funding

April 25, 2011 - 9:00 a.m.-11:00 a.m.

Part IV: Modernization Eligibility and Funding May 2, 2011 - 9:00am-11:00am

Part V: Site Acquisition Funding May 9, 2011 - 9:00am-11:00am

Part VI: Financial Hardship May 16, 2011 - 9:00am-11:00am

SAB MembersSAB Members

Ana J. Matosantos,ChairDirector, Department of FinanceDesignee: Pedro Reyes, Acting Chief Deputy Director of Policy

Scott Harvey, Acting Director, Department of General Services

Tom TorlaksonState Superintendent of Public Instruction, Department of EducationDesignee: Kathleen Moore, Director, School Facilities Planning Division

Lyn Greene, Governor’s Appointee

Assembly Member Julia Brownley

Assembly Member Joan Buchanan

Assemblyman Curt Hagman

Senator Loni Hancock

Senator Bob Huff

Senator Alan Lowenthal

Questions?Questions?