Quick Reference Guide 2007

Quick Reference Guide 2007 Ministry of Education Guide to the Property Management Handbook for Boards of Trustees Contents Property Management Handbook Quick Reference Guide Where can I find a copy of the handbook? Where can I go for help? The five changes Section by section summary Section 1 – Introduction Section 2 – Funding programmes Section 3 – Qualifying for funding Section 4 – Property planning Section 5 – Project management requirements Section 6 – Design standards Section 7 – Operational policies Property Management annual Planner for State Schools Property forms, templates and calculators Project management forms Property templates and calculators Further help NZSTA helpline Local Office Contact Details Web addresses and shortcuts 2 2 2 3 4 4 4 5 5 5 7 7 8 10 10 10 11 11 12 13 1 Property Management Handbook Quick Reference Guide To assist you in your day-to-day activities we have assembled this Quick Reference Guide with useful information about property management. The Ministry of Education has replaced the old Property Management Guidelines with the Property Management Handbook. The Handbook has all the information you need to manage your school property. This Quick Reference Guide has a summary of what you will find in the Handbook, as well as tips for employing a professional project manager. Use the Guide to find the information you need in the Handbook. There are lots of small changes and five big ones in the Handbook (from the Guidelines). Look for the clipboard symbol and the words in highlighted boxes for all the mandatory requirements of managing your school property. The guide will be updated every second year when we will include new information you should know about. Where can I find a copy of the Handbook? The handbook is available to all state schools as: • A printed copy: sent to all schools midway through 2007. • Downloadable Word documents which are available at: www.minedu.govt.nz/goto/property The web version of the handbook is updated with new information on an as needs basis, so please refer to the web for the most up-to-date copy. All updates made to the handbook are notified in the Property Management Groups newsletter, Network News, and in the Principal View section of the Gazette – so keep a look out for those. Where can I go for help? Frequently asked questions (FAQs) and step by step flowcharts included in the Handbook should help to answer your questions but if you need more information please contact your local Ministry office (see page 12 for contact details). 2 The five changes Change number one – some guidelines have become mandatory There is now a clear distinction between ‘shoulds’ and ‘musts’. Some practices that were once acceptable are no longer acceptable. You’ll need to be familiar with these. Change number two – 10YPP has more weight Schools’ 10-Year Property Plans (10YPP) have become more important. Thinking and planning happens before projects start and everything must align to your school’s Charter and future plan. Your 10YPP must be prepared or reviewed by an independent property professional and include a condition assessment (e.g. a report on your boiler) and a procurement plan (i.e. the process of employing contractors and getting quotes/tenders for projects). There should be less need for changes at the five-year stage if you have done your planning well. Change number three – the project manager You’ll need to employ an independent professional project manager for Ministry-funded capital works projects requiring a building consent. This is not so much a change, as project managers have always been needed for capital works projects, but it is a clarification of what types of projects require what type of project manager. Smaller schools can cluster together to employ one project manager. Change number four – defining the procurement processes for consultants/contractors Your project manager will employ, or help you employ, the right people for your projects. An appropriate procurement method, e.g. quote, open or closed tender, is to be used and you’ll need to advertise tenders over $50,000 on GETS (Government Electronic Tenders Service). Change number five – streamlined approval process Schools can opt for a one-step approval process for all projects under $50,000. Interaction with the Ministry pre-project has been reduced and you only have to send in documents at the end of the project. You still need to make sure your paperwork is accurate throughout the project. 3 Section by section summary Section 1 – Introduction This section gives you background information about the Ministry’s and the Board’s role in property, and the importance of your Property Occupancy Document (POD) which is the formal document containing the mandatory requirements for governing your school. There is also a Glossary of property terms. Section 2 – Funding programmes This section describes the capital and grant funding programmes available to provide schools with funding to maintain, upgrade or build new property as identified in the 10YPP. The funding programmes are as follows: To improve the quality of existing property Five year agreement (5YA) funding Five years funding to modernise and upgrade school property as prioritised in schools 10YPP (entitlement) Budget plus policy Health and safety projects greater than 50% of the school’s 5YA budget (discretionary) Replacement buildings policy Replacement of buildings when upgrading is no longer cost-effective (discretionary) Unforeseen work funding Urgent health and safety work that could not have been foreseen in the Board’s 10 year property plan (discretionary) Special needs funding Modifying buildings to allow access to a school for students with special needs (discretionary) Risk management Reinstatement of premises that have been lost owing to a catastrophic incident such as fire (arson or accidental), flood or earthquake (discretionary) Property rationalisation Making good premises when property is rationalised through removal or demolition of buildings (discretionary) Vandalism Repair work following acts of vandalism (entitlement) Maintenance Repair and replacement of existing property, and minor upgrades (entitlement) To increase the quantity of property New teaching spaces to meet roll growth New classrooms and gymnasiums to meet roll growth (discretionary) School Property Guide (SPG) Deficiencies Programme Addresses high priority space deficiencies in schools (discretionary) Site extensions The purchase of neighbouring land (when available) to accommodate increasing rolls or to expand school grounds on restricted sites (discretionary) New Education Initiatives New accommodation required to support the delivery of new education programmes (discretionary) Grant Funding Capital Funding Furniture and equipment Repairing and replacing existing furniture and equipment, new furniture and equipment for new building projects (entitlement) 4 The difference between maintenance and capital funding is that maintenance is provided out of your operational funding. Maintenance funding is used to keep the site, buildings and facilities at the school in a good state of repair (e.g. painting). Capital funding is used to create or upgrade an asset. Section 3 – Qualifying for funding This Section contains the rules for accessing the funding programmes described in Section 2 e.g. how to qualify for 5 Year Agreement (5YA) funding, new education initiatives funding or the SPG Deficiencies Programme. The policies have different formulas to calculate funding, often based on the Ministry’s standard construction rates. For current rates go to: www.minedu.govt.nz/goto/property, or if you need help with a policy or formula please contact your local Ministry office. Section 4 – Property planning This section will guide you through your property planning over a ten-year horizon. The 10YPP is a plan for what property will need replacing, modifying or modernising, within your budget, and to meet any legal requirements. Note: your 5YA is specifically for modernisation and health and safety projects to ensure buildings keep pace with the needs of the curriculum and are safe and healthy places to work and learn in. Prioritise work based on urgency, with health and safety coming first. You don’t need to include as much information on maintenance as you used to. We now just require an annual summary of general operational and cyclical maintenance. Section 5 – Project management requirements This Section describes the process for managing property projects at schools. It includes advice to help projects go smoothly and information on mandatory project management requirements for Boards. You must follow the procurement process described in Section 5 for engaging contractors/consultants. The process must be contestable and transparent and documented in a Procurement Plan, which includes how proposals will be advertised and evaluated. Possibly the most important contractor involved with your building project is your project manager. A project manager must hold professional indemnity insurance. Your project manager keeps everyone informed and everything on time and to budget. They: • ensure the project is adequately staffed and moves quickly to the next phase • work with the Board overseeing the scope of the project; manage and advise on the merits of accepting changes • create a time chart (schedule) allocating tasks and making adjustments as necessary • control the scope and schedule to keep the budget in line; develop preliminary cost estimates and updates as milestones are met • know about legislation, consents and Ministry design standards; contracts you’ll need with other contractors. 5 You can manage your risks when employing consultants and contractors by making sure: • there is a good contract in place covering all the terms and conditions • the consultant and contractor holds the appropriate insurance • there are no conflicts of interest that may affect a fair and transparent process for engaging these people. If you have a number of projects, consider employing your project manager on a long service contract. This means you’ll: • have one procurement process • build a relationship with one person who develops a knowledge of your school • have the bonus of someone on board to oversee smaller jobs. You’ll need to consider how you pay them i.e. a range of pre-determined rates or as a percentage of projects, and their performance criteria e.g. budget control and problem-solving results. It is the project manager’s role to keep the job running to schedule and budget but sometimes things don’t go according to plan. Common problems your project manager needs to address are: • Delays – the project manager is tasked with keeping things on track and can be accountable for any catch-up remedies • Over budget – the project manager must monitor costs versus budget. Any overruns need to be explained and dealt with. • Building defects – any concerns should be raised quickly if there are serious building defects. Another consultant may need to do a Condition Report. Fixing any defects • From the date of practical completion, a warranty period called the defects liability period, or maintenance period commences. • You withhold an agreed sum as a guarantee that defects will be fixed. • You list anything that is incomplete or unsatisfactory. For a list of possible project managers go to the Ministry’s website: www.minedu.govt.nz/goto/property 6 Project management forms Also in this section you will find the forms used in the project process. The website should be regularly checked for the latest versions of the project management forms www.minedu.govt.nz/goto/property. Note: see section 5 for documentation that you will need to send to the Ministry and when. Section 6 – Design standards This section is mostly a reference section to the Ministry’s design standards e.g. standards for fire safety and design, security systems or technology infrastructure. Boards must ensure their contractors have access to the standards. Section 7 – Operational policies This section describes other policies which affect the day-to-day running of the school. Operational policies cover regulations for maintaining drinking water quality, swimming pools and fire evacuation, among others. 7 Property Management Annual Planner for State Schools January New school year commences February March + Term 1 sector forums + Indicative 5YA budgets released + Vandalism grant instalment + Sign 5 year agreements + School cluster meetings + Network news July New financial year & works programme Term 2 holiday + 5YA commencement august + Term 3 sector forums September Term 3 holiday + 5YA three year reviews released + ndicative property maintenance I grant generated + Replacement buildings application period opens + New construction rates + Vandalism grant instalment + School cluster meetings + Network news + YA budgets updated with actual 5 July rolls + YA seminars for schools re-signing 5 next July 8 april Term 1 holiday May June End of financial year & works programme + Vandalism grant instalment + Govt annual budget announced (including school property business case) + Consultants briefings + Term 2 sector forums October November December End of school year + Vandalism grant instalment + Consultants briefings + Replacement buildings application period closes + SPG deficiencies programme released + Confirmed property maintenance grant generated 9 Property forms, templates and calculators These forms are located on the Ministry website – www.minedu.govt.nz/goto/property. Project management forms (See Property Management Handbook Section 5 – Project Management for more information) • Form 1: Conflict of Interest Declaration / Affirmation of Independence • Form 2: Registration of Interest (ROI) • Form 3: Request for Proposal (RFP) • Form 4: Request for Quote (RFQ) • Form 5: Consultants Proposal Report Form • Form 6: Fees Release Form (For projects over $500,000) • Form 7: Project Management Checklist (Ministry use) • Form 8: Project Management Checklist (Board use) • Form 9: Memorandum of Agreement (For advancing funds) • Form 10: Project Reimbursement Form (For projects under $50,000 agreed with the Ministry) • Form 11: Project Component Information • Form 12: Procurement Report Form • Form 13: Tax Invoice • Form 14: Occupancy Use Certificate • Form 15: Design Certificate • Form 16: Construction Observation Certificate Property templates and calculators (See Property Management Handbook Section 3 – Qualifying for funding for more information) • Replacement Buildings Template • Property Rationalisation Plan • Roll Growth Template • School Property Guide Calculator • Split Site Calculator • School Merger Template • Vandalism Top Up Calculator • Furniture and Equipment Template 10 Further help NZSTA helpline The New Zealand School Trustees’ Association (NZSTA) operates a free helpline on trusteeship issues such as: • Board roles and responsibilities • planning, self-review, charters and policies • community consultation • finance and property • health and safety • general legislation • privacy issues and official information requests • insurance. The helpline is staffed Monday to Friday between 8:00 am and 5:00 pm. It can be contacted on 0800 STA HELP (0800 782 435) or by fax (04) 473 4706 or email helpdesk@nzsta.org.nz. All phone calls and correspondence are confidential. 11 Local Office Contact Details Whangarei Phone: 0-9-436 8900 Fax: Onerahi PO Box 0140 Whangarei 0-9-436 8901 10 Awaroa River Road Lower Hutt Phone: 0-4-463 8699 Fax: 0-4-463 8698 19 Market Grove PO Box 30177 Lower Hutt Auckland Phone: 0-9-632 9400 Fax: Mt Eden Private Bag 92644 Auckland 0-9-632 9401 12-18 Normanby Road Nelson Phone: 0-3-546 3470 Fax: 0-3-546 3471 241 Hardy Street PO Box 282 Nelson Christchurch Phone: 0-3-378 7300 Fax: 0-3-378 7308 39 Princess Street Addington PO Box 2522 Christchurch Hamilton Phone: 0-7-858 7156 Fax: 0-7-858 7132 150 Victoria Street Private Bag 3011 Hamilton Rotorua Phone: 0-7-349 7399 Fax: 0-7-349 7398 1144 Pukaki Street PO Box 1749 Rotorua Dunedin Phone: 0-3-471 5206 Fax: 0-3-471 5201 414 Moray Street PO Box 1225 Dunedin Wanganui Phone: 0-6-349 6300 Fax: 0-6-349 6301 93 Ingestre Street Private Bag 3012 Wanganui Invercargill Phone: 0-3-211 3610 Fax: 0-3-211 3611 78 Doon Street Private Bag 90122 Invercargill Napier Phone: 0-6-833 6730 Fax: 0-6-833 6731 19 Bower Street PO Box 147 Napier 12 Web addresses and shortcuts Ministry of Education’s website Related websites Accident Compensation Corporation Arbitrators’ and Mediators’ Institute of NZ Association of Consulting Engineers NZ Inc ConsumerBuild website Department of Building and Housing Education Gazette Education Review Office Energy Safety Service Environmental Risk Management Authority Government NZ Government Electronic Tenders Service ICT Standards Inland Revenue Department Institution of Professional Engineers NZ Inc Leadspace Ministry of Health New Zealand Institute of Architects NZ School Trustees Association New Zealand Qualifications Authority Occupational Safety and Health Service School Enrolment Zones Standards New Zealand Teachers Council Tenancy Information Water Safety New Zealand www.acc.co.nz www.aminz.org.nz www.acenz.org.nz www.consumerbuild.org.nz www.dbh.govt.nz www.edgazette.govt.nz www.ero.govt.nz www.standards.co.nz www.ermanz.govt.nz www.govt.nz www.gets.govt.nz www.minedu.govt.nz/networks www.ird.govt.nz www.ipenz.org.nz www.leadspace.govt.nz www.moh.govt.nz/water www.nzia.co.nz www.nzsta.org.nz www.nzqa.govt.nz www.osh.govt.nz www.schoolzones.co.nz www.standards.co.nz www.teacherscouncil.govt.nz www.tenancy.govt.nz www.poolsafe.org.nz www.minedu.govt.nz 13