Intro to State Agencies by chenmeixiu


									How to Build a School in California
Managing the State Agency Requirements

  Moderator: Kathleen Moore, Director
  School Facilities Planning Division
  California Department of Education

  Small School Districts’ Association 28th Annual Conference
  April 14, 2011, 9:45-10:45 AM
Department of

School Facilities
Planning Division

Kathleen Moore
Agenda Summary
▪ Role of the California Department of Education
▪ Overview of the CDE site and plan approval
▪ 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
▪ 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
Vision and Guiding Principles
The siting and design of educational facilities
   • 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
Vision and Guiding Principles

  • Consider the full spectrum of community facilities and
    support opportunities for joint-use and educational
  • Ensure safety from existing and potential hazards and
    incompatible land uses.
  • Provide a secure environment with a focus on
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
                                                     OPSC SUBMITTAL
                                                LEA submits CDE site & plan
    Local Educational Agency (LEA)
                                            approval letters as part of their Office
     evaluates short and long term
                                               of Public School Construction
             facility needs
                                                 (OPSC) funding application

                                                     CDE SITE APPROVAL
                                              LEA submits site package, Analyst
      LEA identifies and evaluates             reviews, Field Rep. and Asst. Dir.
            potential sites                  approves if Code & Title 5 standards
                                                    and procedures are met

           CDE EVALUATION                            PREFERRED SITE
  CDE evaluates/ranks three or more of     LEA selects preferred site and prepares
   the potential sites identified by the    CDE required documents, completes
  LEA, and notes any required special         procedures per Codes and Title 5,
      studies per Title 5 (SFPD 4.0)        including CEQA & DTSC (SFPD 4.01)
Plan Approval Process Overview
        LEA develops/adopts
      Educational Specifications

                                               OPSC SUBMITTAL
      LEA develops and submits
                                        LEA submits CDE plan approval
       preliminary plans to CDE
                                          letter as part of their OPSC
   (design development with SFPD
                                              funding application
            form 4.07 / 4.08)

                                        CDE FINAL PLAN APPROVAL
                                        LEA submits final plans, Field
   Analyst reviews plans per Title 5,
                                         Rep. & Asst. Dir. approves if
       Field Rep. may require or
                                         Code & Title 5 standards are
      recommend changes. LEA
                                          met, and CEQA & DTSC (if
    resolves CDE concerns, makes
                                          applicable) are Complete
             plan changes
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
         -   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,
     –   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
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
    – Physical education – guidance for smaller sites
    – Guidance for power lines, pipelines, etc.
CDE Top 10 Tips
5. Early and frequent contact with CDE Field
   – Review of requirements, processes
   – New laws, regulations, policies, recommended
   – Scheduling of review times
   – Consider attending County Office of Ed.
     Facilities Planners Meetings
CDE Top 10 Tips
6.   Plan sites for future growth (acreage, access,
     supervision, interaction, support for expand
     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 Tips
7.   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
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

▪ The Council for Educational Facility Planners
  International (CEFPI) http:/
▪ National Clearinghouse for Educational
CDE Contact Information
California Department of Education
School Facilities Planning Division
1430 N Street, Suite 1201
Sacramento, CA 95814
(916) 322-2470
Division of the
“The Building
Department for
Public Schools”
Howard “Chip” Smith
DSA Organization
▪ DSA Headquarters located in Sacramento
▪ Four DSA Regional Offices
  – Oakland
  – Sacramento
  – Los Angeles
  – San Diego
                                Regional Office
San Francisco Basin             DSA HEADQUARTERS

         Los Angeles Basin

                  San Diego
                      REGIONAL OFFICE
DSA 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 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 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
▪ 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,
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 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 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 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
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 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 engineer
   2.   Fire and Life Safety – fire and life-safety officer
   3.   Accessibility – access compliance review
   4.   HPI – High Performance Incentive review
3: Reviewed Plans Returned to
▪ 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
▪ 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 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:
DSA Approval Letter
▪ DSA scans all stamped drawings and
  specifications, and then returns documents
  - DSA Policy 06-01
▪ Approval Letter is issued via email
  DSA Bulletin 06-02
▪ Construction contract may be awarded upon
  approval (DSA Approval Letter)
Construction Oversight & Certification

▪ DSA Certified Project Inspectors
▪ Design Professional
▪ DSA Field Staff
▪ Contractors
▪ Testing Labs
DSA Web Site
▪ Project Status – “TRACKER”
▪ Project Submittal / Plan Review Process
▪ DSA Publications and Forms
▪ DSA Inspector and Lab Programs
▪ Contact Information for HQ and Regional
Office of
 “Tips for Receiving
    State Funding”

Lisa Silverman
Brian LaPask
Tips for Active Apportionments

▪ Keep your $$
▪ Be aware of your Time Limit on Fund Release
TLOFR for Active Apportionments
             (in millions)
Tips for PIF Active Apportionments

▪ Priorities in Funding Apportionments
   – Submit a SAB 50-05 within 90 days of
   – Must have entered into contracts for at least 50
     percent of the total project cost
Tips 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 Approvals

▪ Be familiar with the “Priorities in Funding” rules
▪ Unfunded approvals are not a guarantee of
▪ Financial Hardship applications do not go
  through a re-review process if their Financial
  Hardship status expired while on the unfunded
Current Issues

▪   April 12, 2011 SAB Seismic Mitigation Subcommittee
     – Discussed impediments to accessing the Seismic Mitigation
     – 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-
Remaining Bond Authority
     In millions - As of March 23, 2011
Tips for Programs with Funds Available

▪ Modernization
▪ New Construction
▪ Overcrowding Relief Grant
▪ Seismic Mitigation
▪ High Performance Incentive

▪ 60/40 state and local sharing basis
▪ Eligible improvements to educationally
  enhance existing school facilities
New Construction

▪ 50/50 state and local sharing basis
▪ Eligible projects that add pupil capacity to a
  school district
Overcrowding Relief Grant

▪ Replacement of portable classrooms with
  permanent classrooms at overcrowded school
Seismic Mitigation Program

▪ Seismic repair, reconstruction, or replacement
     of the “most vulnerable” school facilities
High 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 Webinars
Part I: Elements of a Complete           Part IV: Modernization Eligibility
Application                              and Funding
                                         May 2, 2011 - 9:00am-11:00am
April 11, 2011 - 9:00 a.m.-10:30 a.m.
Archive available online
                                         Part V: Site Acquisition Funding
                                         May 9, 2011 - 9:00am-11:00am
Part II: Site Development Funding
April 18, 2011 - 9:00 a.m.-11:00 a.m.    Part VI: Financial Hardship
                                         May 16, 2011 - 9:00am-11:00am
Part III: New Construction Eligibility
and Funding
April 25, 2011 - 9:00 a.m.-11:00 a.m.
SAB Members

 Ana J. Matosantos,Chair                  Assembly Member Julia Brownley
   Director, Department of Finance
   Designee: Pedro Reyes, Acting          Assembly Member Joan Buchanan
   Chief Deputy Director of Policy
                                          Assemblyman Curt Hagman
 Scott Harvey, Acting Director,
   Department of General Services         Senator Loni Hancock

 Tom Torlakson                            Senator Bob Huff
   State Superintendent of Public
   Instruction, Department of             Senator Alan Lowenthal
   Designee: Kathleen Moore,
   Director, School Facilities Planning

 Lyn Greene, Governor’s Appointee

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